Catering invoice template: per-guest pricing, staff, rentals and deposits
Catering invoices price the food per guest and then add everything around it: servers by the hour, rentals, delivery, sometimes a cake-cutting fee. Getting the guest count, the deposit and the tax right is what clients check. The template below opens in Billsprig with these lines filled in; you type your own prices.
What matters for caterers
Quantity = final guest count
Put the confirmed guest count in the quantity of the menu line, so a late change from 80 to 86 guests is one edit, not a recalculation. Quote first, then invoice the final count.
Taxable and non-taxable lines on one invoice
Whether food, staff, rentals and delivery are taxable depends on your state or country. Billsprig sets the tax % per line, so each line can carry its own rate and the total shows tax by rate.
Deposits as their own invoice
Billsprig has no deposit field. Send the deposit as a short invoice ("Deposit to hold 14 November, 30% of quote"), mark it paid, and list it in the final invoice's notes when you bill the balance.
Worked example
Example rates for illustration. The template opens with these lines and quantities but empty rates, so you type your own prices.
| Description | Qty | Rate | Sales tax | Amount |
|---|---|---|---|---|
| Plated dinner, 3 courses (per guest) | 86 | $48.00 | 7% | $4,128.00 |
| Passed appetisers, 4 kinds (per guest) | 86 | $9.00 | 7% | $774.00 |
| Service staff (per hour, 4 servers × 6 h) | 24 | $32.00 | $768.00 | |
| Bartender (per hour) | 6 | $38.00 | $228.00 | |
| Linen and tableware rental | 1 | $380.00 | 7% | $380.00 |
| Delivery and setup | 1 | $150.00 | $150.00 |
Notes on the invoice: Deposit of $1,500 received on 1 October (invoice INV-0040). Final guest count confirmed 7 days before the event.
How to set it up in Billsprig
- Open the template: the lines, quantities, terms and notes above are filled in, rates are empty.
- Type your prices, add your business details and the client.
- Set the tax label and rate per line, and the currency.
- Download the PDF or print it; add a Pay online link if you take card payments.
FAQ
Should catering be invoiced per person?
For menus priced per guest, yes: quantity is the guest count and the rate is the per-guest price, so a count change updates the total.
Is a service charge the same as a tip?
No. A mandatory charge on the invoice is your revenue, not a gratuity; how it is taxed and paid to staff depends on your local rules.
Can I send a quote first?
Yes. Make a quote with the same lines; with Pro, one click turns the accepted quote into the invoice.