Free Event Planner Invoice Generator
Charge your planning fee, pass vendor costs through on separate lines, add your logo, and download it as a PDF invoice — 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 event planning and coordination
List your planning fee as its own line — a flat coordination fee, day-of coordination, or a percentage of the event budget entered as a fixed amount — and keep it apart from anything you're passing through. Reimbursable vendor costs like the caterer, florist, rentals, and venue deposit go on their own lines at cost, so the client can see exactly what's your fee and what's a pass-through. Quantities take decimals, so 12.5 hours of on-site coordination at your hourly rate totals cleanly.
Most event work bills in stages rather than all at once. Send a deposit invoice at booking, a progress invoice as milestones hit, and a balance invoice after the event — give each its own sequential number (EVT-001, EVT-002…) so all three reconcile against one booking. The tool applies one discount to the subtotal and one tax line after it, so an early-booking discount or your local sales tax lands on the right amount.
Put the event date, venue, and a short scope reference in the notes field so the invoice ties back to the specific job — something like "Coordination for the Alvarez wedding, venue and vendor management, Sept 14 2026" still reads clearly months later. Your draft autosaves in your browser as you type, so when the next stage comes due you reopen the page, update the number and dates, and download the new PDF.
Stage two of three on a corporate summit
A corporate summit invoiced at the second of three billing stages. The planning fee is a flat installment on one line, on-site coordination is charged as a day rate with the number of days in the quantity column, and the florist and AV vendors are passed straight through at cost on their own lines. Nothing here is marked up, and each pass-through description says so in writing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Full-service planning fee — installment 2 of 3 | 1 | $2,500.00 | $2,500.00 |
| On-site coordination — rehearsal day and event day (per day) | 2 | $1,150.00 | $2,300.00 |
| Vendor pass-through — floral design, Bloom & Bramble (at cost) | 1 | $2,840.00 | $2,840.00 |
| Vendor pass-through — AV and staging, Rowe Pavilion (at cost) | 1 | $1,975.00 | $1,975.00 |
| Production assistants — load-in and strike (per person) | 2 | $280.00 | $560.00 |
| Subtotal | $10,175.00 | ||
| Total due | $10,175.00 | ||
Pass-through vendor costs are listed at cost on separate lines so the client can tell the planner's fee from money that is simply moving through.
Which numbers on an event invoice are actually yours?
Your fee, stated plainly
Put the planning or coordination fee on its own line and label which installment it is — "planning fee, installment 2 of 3" — so staged billing reconciles against one event.
On-site work as a day rate
Charge rehearsal and event days as a day rate with the number of days in the quantity column, so a fourteen-hour event day is one predictable line instead of an argument about hours.
Pass-throughs marked at cost
Give each reimbursable vendor — florist, AV, rentals, venue deposit — its own line and write "at cost" in the description so it reads as a reimbursement rather than marked-up billing.
One tax line, one discount
The tool applies a single tax rate to the whole subtotal after any discount, so it cannot tax your fee while leaving reimbursements out — check with an accountant how to structure pass-throughs where you work.
Event and stage reference
Record the event date, the venue, and which stage of the payment schedule this invoice covers in the notes, so all the invoices for one booking still make sense months later.
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 keep my planning fee separate from vendor costs?
Put your coordination or planning fee on its own line, then add each reimbursable vendor cost — catering, florals, rentals, venue — on separate lines at cost. That way the client sees your fee and the pass-through charges as distinct items on the same invoice.
How do I invoice a deposit and then the balance after the event?
Create a separate invoice for each stage — deposit at booking, progress payment, and the final balance — and give each its own sequential number so they reconcile against one event. Your draft autosaves in your browser, so you can reopen it, change the number and dates, and download the next PDF.
Should I charge tax on reimbursed vendor costs?
The tool applies one tax rate to the whole subtotal after any discount, so it can't tax only some lines. Whether pass-through reimbursements are taxable depends on your local rules and how you structure them, so check with an accountant.
Where do I record the event date and scope?
There's no dedicated event-date or booking field, so put the event date, venue, and a short scope note in the notes field. It keeps each staged invoice clearly tied to the specific event.