Invoice Template for Caterers
A free invoice made for caterers and personal chefs. Per-person meals, staffing, equipment rentals, and delivery are already loaded, pricing works per guest or per event, and you can print or save a professional PDF in about a minute. No signup, nothing uploaded.
Invoice
Billed to
Payment terms
| Catering service | Qty | Rate | Amount |
|---|
Notes
Payment
How to write a catering invoice
Add your catering lines
Pick the work — meals, appetizers, staffing, rentals — or type your own. Set quantity to guests, hours, or events.
Set your rate and terms
Enter your rate, separate food, labor, and rentals, any tax that applies in your state, and your payment window. Caterers usually collect a deposit and final count up front.
Print or save as PDF
Hit Print and choose Save as PDF. Email it, text it, or print a copy to leave with the client. Everything stays on your device.
Typical catering prices to sanity-check your invoice
Rates vary by menu, service style, and market. These ranges reflect common US catering pricing and are here as a gut check, not a rate card.
| Service | Common pricing method | Typical range |
|---|---|---|
| Plated meal | Per guest | $18 – $45 |
| Buffet service | Per guest | $14 – $30 |
| Passed appetizers | Per guest | $8 – $20 |
| Event staffing | Per staff, per hour | $20 – $45 |
| Equipment rental | Per event | $100 – $500 |
| Custom cake / dessert | Per item | $80 – $400 |
| Delivery & setup | Flat per event | $75 – $250 |
Ranges are general market observations, not a recommendation for what to charge.
Catering invoice questions
What should a catering invoice include?
Your business name and contact details, the client’s name and event address, the event date, a unique invoice number, an itemized list of food, staffing, rentals, and delivery, the total due, payment terms, and accepted payment methods.
How do I price catering?
Most caterers price food per guest by service style — buffet $14 to $30, plated $18 to $45 — then add staffing, rentals, and delivery. Always confirm the final headcount a few days out so you are not guessing the quantity.
Should I separate staffing and rentals from food?
Yes. Food, labor, and rented equipment are different cost centers; separate lines make the estimate transparent and help if the client wants to trim the budget without cutting the menu.
Do I charge sales tax on catering?
Prepared food is taxable in most states, though rates and exemptions (like certain nonprofit events) vary. Use the tax field for your local rate and confirm with your state revenue department. Not tax advice.
Is this catering invoice template really free?
Yes. No account, no signup, no export limit. Everything runs in your browser and the details you type are never transmitted anywhere — you can even use it offline.
Other invoice templates
More industry templates are added as they ship.