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
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Invoice design
Invoice Details
Line Items
Tax is applied only to line items with the “Tax” box ticked.
Signature
Add your authorized 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 |
| Total | $0.00 |
Catering invoice generator for US events, weddings and corporate food service
Create a US catering invoice for weddings, corporate events, office catering, banquets, drop-off meals, buffets, plated dinners, bar service, staffing, rentals, delivery, setup, gratuity, service charge, deposit and final balance.
US catering invoices need event detail. The client, venue, guest count, menu, staff, rentals, service charge, taxes, deposit and timing notes all affect the final bill, and state rules can treat food, service charges and voluntary tips differently.
What a US catering invoice should include
A catering invoice should reconcile to the event proposal or contract. The event date, venue, guaranteed headcount and service style are often just as important as the subtotal.
- Catering business name, address, phone, email, payment instructions and permit or license note where useful.
- Client name, billing address, company, PO or event planner reference.
- Event date, venue, delivery address, event type and guaranteed guest count.
- Service style: plated, buffet, family style, drop-off, boxed lunch, cocktail, bar or office catering.
- Menu, beverages, rentals, delivery, setup, breakdown, staff, bartender, chef, service charge and tax separately.
- Deposit, booking payment, final guest-count adjustment, amount paid and balance due.
- Dietary, allergen, access, loading dock, power, water and timing notes.
Food safety, venue notes and event records
The FDA Food Code is a model used by food regulators for safe retail and food-service operations, including restaurants and institutions. A catering invoice does not replace permits, HACCP plans or food-safety logs, but event paperwork should preserve the menu, timing, venue and special handling notes needed by the team.
Sales tax, service charges and tips
Catering tax is state-specific. New York guidance says a caterer generally charges sales tax on the entire catering bill and explains that voluntary tips are not taxable, while service charges are taxable unless a mandatory gratuity meets specific conditions.
California guidance similarly distinguishes optional tips from mandatory charges, and IRS guidance says service charges are not tips for federal payroll purposes. Keep voluntary tips, mandatory service charges and employee-distributed amounts separate.
Deposits, guest count and final balance
Show the full event package, then apply the deposit or booking payment as a credit. If the guaranteed guest count changed, add a final headcount adjustment so the client can see why the final balance moved.
Common US catering invoice mistakes
- Leaving out the event date, venue or guaranteed guest count.
- Mixing menu, rentals, staff, delivery and service charge into one vague package line.
- Treating a mandatory service charge like a voluntary tip.
- Not showing deposits, final headcount adjustments or payment deadlines.
- Omitting dietary, allergen, setup or access notes needed by the event team.
- Assuming one national sales-tax rule for catering.
United States Invoice Generator