Catering Invoice Generator
Create a professional catering invoice for weddings, corporate events and parties — with guest count, deposit and balance-due math built in — then download as a clean PDF, free with no sign-up.
Your Business Information
Client Information
Brand Your Invoice
Invoice Details
Line Items
VAT is applied only to line items with the “VAT” box ticked.
Signature
Add your authorised signature. It will only appear on the invoice preview and PDF if you actually sign.
Preview:
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| Invoice Date | — |
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Buffet menu — entrée, side, dessert (per person) | 1 | €0.00 | €0.00 |
| Passed hors d'oeuvres (per person) | 1 | €0.00 | €0.00 |
| Bar service — beer & wine package (per person) | 1 | €0.00 | €0.00 |
| Waitstaff — servers & bartenders (hours × staff) | 1 | €0.00 | €0.00 |
| Delivery & setup fee | 1 | €0.00 | €0.00 |
| Table linens & place settings rental | 1 | €0.00 | €0.00 |
| Service charge (18%) | 1 | €0.00 | €0.00 |
| Less: deposit received | 1 | €0.00 | €0.00 |
| Subtotal | €0.00 |
| VAT (7%) | €0.00 |
| Total | €0.00 |
Free catering invoice generator & template
Create a professional catering invoice for weddings, corporate events, parties and food-service contracts in minutes. Add the event date, venue and guest count, split menu items from staffing and rentals, record the deposit already received, and download a clean PDF — free, with no sign-up required.
What should a catering invoice include?
Catering is billed differently from most services — overwhelmingly per head rather than per hour, and almost always with a deposit paid well before the event. Beyond the standard invoice fields, a proper catering invoice records the event date (distinct from the invoice date), the venue, the guest count that drives per-head pricing, the service style, and any deposit already paid so the balance due is clear.
- Event date and venue/location
- Guest count (the figure your per-head pricing is based on)
- Service style — buffet, plated, passed hors d'oeuvres or drop-off
- Menu items, priced per person or by quantity
- Staffing, rentals, delivery/setup fees as separate line items
- Deposit received, subtracted to show the balance due
Why does the food/alcohol split matter?
Across much of the EU, prepared food served with service qualifies for a reduced VAT rate, but alcoholic beverages are carved out to the standard rate — even on the same invoice. France taxes traiteur food and non-alcoholic drinks at 10% but alcohol at 20%; Poland taxes catering at 8% but alcohol always at 23%; Germany taxes catering food at 7% (from January 2026) but beverages at 19%. If your event includes a bar package, invoice alcohol as a separate line so the correct rate applies to each part of the bill.
How does the deposit and balance-due math work?
A non-refundable deposit of 25-50% at booking is standard industry practice, since caterers commit to food-purchasing costs well ahead of the event. Enter the deposit already received in the dedicated field, and it's automatically subtracted from the invoice total to show the balance due — no manual line-item math required. Note that your final invoice is typically based on the guaranteed headcount locked 7-14 days before the event, which may not match actual attendance.