KLM Labs

Catering invoice template

A filled-in invoice for an 85-guest lunch: food per guest, staff hours, rentals and delivery.

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Free. No sign-up. US Letter, 1 page.

About the Invoice Maker app
Page 1 of the catering invoice template sample: Saffron & Sage Catering billing Lakeline Credit Union, 5 lines, total $3,861.82.
Made with Invoice Maker. US Letter, 1 page.

The sample, line by line

Invoice INV-377 from Saffron & Sage Catering to Lakeline Credit Union. Issued 31 Oct 2026. Due 14 Nov 2026.

DescriptionQtyUnit priceAmount
Staff lunch Oct 30, buffet menu B, per guest 85 $24.50 $2,082.50
Dessert table, per guest 85 $6.00 $510.00
Serving staff, 4 staff x 5 hours (staff hours) 20 $35.00 $700.00
Linens and chafing dish rental 1 $180.00 $180.00
Delivery, setup and breakdown 1 $95.00 $95.00
Subtotal$3,567.50
Sales tax (8.25%)$294.32
Total$3,861.82

The note at the bottom

Final headcount of 85 confirmed by email on Oct 28. Guests added after the final count are billed at the per-guest price. 12 vegetarian and 3 gluten-free plates were included in the count. Sample tax rate: use the rate that applies where you cater.

How to write a catering invoice

  • Food per guest, times the final headcount: 85 x $24.50.
  • Staff time in total hours: 4 servers for 5 hours is 20.
  • Rentals and delivery on their own lines.
  • Special-diet plates in the count, or on their own line if they cost more.
  • The final headcount, and when it was confirmed, in the notes.

Bill the final headcount

Quote at the expected count. Agree a day for the final count, then bill that number.

Is catering taxed?

It depends on your state. Invoice Maker uses one tax rate per invoice; if only part is taxed, ask your accountant.

How do I bill a deposit?

On its own invoice, as Invoice Maker has no deposit line. Bill the rest after the event.

All 7 invoice templates

Invoicing guides

Last updated . The businesses, people and figures in the samples are made up.