Is the service charge the same as a tip?

No. A service charge (usually 18-22%) is a mandatory fee that covers the administrative and operational costs of the event. Gratuities/tips are optional and are typically given to the service staff directly for excellent service.

When should I send the final invoice?

Standard practice is to send an estimate or 'Pro Forma' invoice upon booking, and the final invoice 7-10 days before the event when the guest count is finalized.

How do I handle leftovers?

State your policy clearly. For food safety and liability reasons, many caterers do not allow clients to keep leftovers unless they sign a waiver or the food is deemed safe for transport by the kitchen staff.

Catering Invoice Template

Catering Service Invoice Template

Professionalize your food service business with our specialized catering invoice templates. Perfect for event caterers, private chefs, and corporate delivery services, our templates allow you to clearly itemize menus, staffing, rental fees, and service charges. Download today.

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Industry Standard

Invoice Generator Editor

Desktop Layout

Mobile Optimized

Your Business

Logo (optional)

Business Name

Address

City

State

ZIP

Phone

Bill To

Client Name

Address

City

State

ZIP

Phone

Invoice Details

Invoice Number

PO Number (optional)

Invoice Date

Due Date

Currency

Date Format

Additional Information

Event Date

Venue Name

Final Guest Count

Line Items

Description

Qty

Rate

Amount

$1,250.00

$750.00

$105.00

$150.00

$75.00

Tax & Discount

Tax Label

Tax Rate (%)

Discount Type

Discount (%)

Notes & Terms

Notes

Payment Terms

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Best Practices for Catering Invoicing

Effective billing in the catering industry ensures you cover your costs and maintain healthy margins:

1. Managing Guest Counts
Your invoice should clearly state the 'Final Guest Count' date. Billing should be based on this minimum count even if fewer guests attend, as you've already purchased food and scheduled staff based on that number.

2. Itemizing Staff and Service
Catering is about more than just food. Itemize your service staff (servers, bartenders) and any service charges (standard 18-22%) separately. This transparency helps clients understand the value of the experience you're providing.

3. Equipment and Rental Costs
If you're providing linens, glassware, or specialized equipment, list these as separate line items. If you are sub-renting from another company, ensure your mark-up is included to cover the coordination time.

Catering Deposit and Cancellation Terms

Protect your business from last-minute changes with these essential terms:

Booking Deposits
Require a non-refundable deposit to hold the date. For large events like weddings, a multi-stage payment plan (e.g., 25% at booking, 50% 3 months before, 25% on event day) is recommended.

Dietary Requirement Deadline
Include a deadline on your invoice for when the client must provide all dietary restrictions (typically 10-14 days before). Last-minute dietary changes may incur additional 'Rush Prep' fees.

Alcohol Liability
If providing bar services, include a standard clause about RAMP/TIPS certification and your right to refuse service to intoxicated guests.