Free Catering Invoice Generator
Price the menu per head, add service charge and staffing lines, and download it as a PDF — free, no sign-up.
Saved invoices
Saved automatically in your browser.
Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
Invoicing a catering event
Catering runs on per-head pricing, and the line items handle it directly: put the guest count in the quantity column and your per-person rate in the rate column — 85 guests at 42.50 a head totals itself. Give each menu package its own line (plated dinner, kids' meals, the late-night snack), then list staffing, delivery, and rentals as separate lines so the client can see what the labor and equipment cost apart from the food.
Add your service charge as its own line item rather than folding it into the food price — it's a mandatory charge, and a separate line makes clear it isn't an optional tip. Most caterers bill in two steps: a deposit invoice when the date is booked, and a balance invoice after the event once the final numbers are in. Your draft autosaves in the browser, so the balance invoice is a matter of updating the invoice number, dates, and final headcount, then downloading the new PDF.
The tax line is preset to Sales Tax — catering is taxable in most US states, and mandatory service charges are often taxable too, though rules vary by state, so confirm your rate with an accountant. Use the notes field for the details every catering invoice needs: event date and venue, the headcount confirmation deadline (final guest count due seven days before the event, say), and your payment details.
Eighty-five plates and a 20% service charge
This is the balance invoice for a plated dinner for 85 guests at a corporate awards night. The food is priced per head, so the guest count goes in the quantity column and the per-person rate sits beside it, while staffing is billed by the hour across three crew and the rentals go on as a single package. The mandatory 20% service charge has its own line rather than hiding inside the per-plate price, and the one Sales Tax line applies to the subtotal after any discount.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Plated dinner — herb chicken or braised short rib (per guest) | 85 | $58.00 | $4,930.00 |
| Passed hors d'oeuvres, four selections (per guest) | 85 | $14.00 | $1,190.00 |
| Event service staff — 3 crew, 6 hours each (per hour) | 18 | $38.00 | $684.00 |
| China, glassware and linen rental package | 1 | $780.00 | $780.00 |
| Service charge — 20% on food and beverage | 1 | $1,224.00 | $1,224.00 |
| Subtotal | $8,808.00 | ||
| Sales Tax 8.25% | $726.66 | ||
| Total due | $9,534.66 | ||
Food is billed per guest so the headcount does the arithmetic, while labor hours, rentals, and the mandatory service charge stay on separate lines.
What the client's finance team will ask about
Guest count per package
Put the headcount in the quantity column with your per-person rate beside it, and give kids' meals, vendor meals, and each menu package their own line so every count is visible.
Staffing and rentals
List server, bartender, and kitchen hours as a line with the hours in the quantity column, and put china, linen, and equipment rentals on separate lines so the client sees labor and gear priced apart from the food.
Service charge as a line
Enter the mandatory service charge as its own line item rather than folding it into the per-head price, so nobody reads it as an optional gratuity.
One sales tax line
The tax line is labelled Sales Tax and applies to the whole subtotal after any discount, so set your state rate and check how mandatory service charges are treated where you cater.
Event details in the notes
The date, venue and hall, the final-headcount deadline, the deposit already taken, and your permit number all go in the notes field, since the form has no dedicated boxes for them.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
How do I bill catering per head?
Put the guest count in the quantity column and your per-person rate in the rate column — the line total calculates automatically. If you're serving multiple packages, give each its own line with its own headcount and rate: plated adults, kids' meals, vendor meals.
Should the service charge be a separate line item?
Yes — list it as its own line so it reads as a mandatory charge, distinct from an optional tip. Keep in mind the tool applies one tax rate to the whole invoice, and mandatory service charges are often taxable in states that tax catering — rules vary, so check how yours should be treated.
How do I invoice the deposit and the balance?
Issue a deposit invoice at booking with a single line for the deposit amount, then a balance invoice after the event with the full itemized totals, using the fixed-amount discount to subtract the deposit already paid. Your draft autosaves in the browser, so the second invoice starts from the first — just update the number and dates.
Do I charge sales tax on catering?
In most US states, yes — catering is generally taxable, and mandatory service charges often are too, but rules vary by state and by how the invoice is written. Set the Sales Tax rate to your state's rate and confirm the specifics with an accountant.