--- title: "Catering invoice template: free PDF priced per guest" description: "A free catering invoice template PDF, filled in: per-guest menu prices times the final headcount, staff hours, rentals, delivery and one sales tax rate." canonical: https://klmlabs.app/invoice-maker/invoice-templates/catering/ updated: 2026-11-07 --- # Catering invoice template A filled-in invoice for an 85-guest lunch: food per guest, staff hours, rentals and delivery. Download the sample (PDF, US Letter, 1 page, 31 KB): https://klmlabs.app/invoice-maker/samples/catering.pdf. A made-up job, filled in to show how it's written. No sign-up, no email. ## What's on this sample Invoice INV-377 from Saffron & Sage Catering to Lakeline Credit Union. Issued 31 Oct 2026. Due 14 Nov 2026. | Description | Qty | Unit price | Amount | |---|---:|---:|---:| | 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 notes printed 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. ## Make it on your iPhone with Invoice Maker - 85 x $24.50 is worked out for you - One tax rate, with your own label - Estimate first, invoice after the event Download Invoice Maker on the App Store: https://apps.apple.com/us/app/invoice-maker-estimates-app/id6815655785 Free to download, with in-app purchases. Entering your business details and first client is free; making invoices and estimates needs Invoice Maker Pro: Yearly US$39.99 a year with a 7-day free trial for eligible new subscribers, or Monthly US$6.99 a month (US prices). iPhone and iPad, iOS 16.4 or later. All the facts: https://klmlabs.app/invoice-maker/ ## The facts this page states, with sources As KLM Labs' fact record words them; the page may put them in its own words. Invoice Maker's facts page: https://klmlabs.app/invoice-maker/ - Line items take decimal quantities, like 2.5 or 6.25 hours. (Source: the app's source code (private).) - One tax rate per invoice, with a label you can rename, like Sales tax. (Source: the app's source code (private).) - A notes field prints at the bottom of the PDF; leave it empty and it's left off. (Source: the app's source code (private).) - Makes invoices and estimates, and turns an estimate into an invoice in one tap. (Source: the app's source code (private).) - Send the PDF by text, email or AirDrop, or save it to Files. (Source: the app's source code (private).) - No deposits or part payments: an invoice is unpaid or paid. (Source: the app's source code (private).) ## More free templates - [Photography invoice template](https://klmlabs.app/invoice-maker/invoice-templates/photography/): A free photography invoice template PDF, filled in: session fee, final images, rush delivery, prints, travel, and a plain-words usage license line. - [Consulting invoice template](https://klmlabs.app/invoice-maker/invoice-templates/consulting/): A free consulting invoice template PDF, filled in: hours at an hourly rate, a fixed-fee item, expenses at cost and net 30 terms, with each line explained. - [Electrician invoice template](https://klmlabs.app/invoice-maker/invoice-templates/electrician/): A free electrician invoice template PDF, filled in: labor hours, the panel and parts as separate lines, the permit fee, and the estimate it came from. - [Handyman invoice template](https://klmlabs.app/invoice-maker/invoice-templates/handyman/): A free handyman invoice template PDF, filled in: a trip charge, three small jobs on one visit each with its own hours, and materials on one line. - [Roofing invoice template](https://klmlabs.app/invoice-maker/invoice-templates/roofing/): A free roofing invoice template PDF, filled in: tear-off and shingles by the square, flashing and vents by the linear foot, decking and the permit. - [Landscaping invoice template for lawn care](https://klmlabs.app/invoice-maker/invoice-templates/landscaping-lawn-care/): A free landscaping invoice template PDF, filled in: a month of weekly mowing visits, a fall cleanup, mulch by the cubic yard and pruning hours. ## Invoicing guides - [Net 30 invoice terms: what they mean and how to write them](https://klmlabs.app/invoice-maker/invoicing/net-30-payment-terms/): Net 30 means an invoice is due 30 days after its date. How to write net 30 payment terms, sample late-fee wording, and a free net 30 invoice PDF. All 7 free invoice templates: https://klmlabs.app/invoice-maker/invoice-templates/ ## Sources 1. [Invoice Maker: Estimates App on the App Store (app features)](https://apps.apple.com/us/app/invoice-maker-estimates-app/id6815655785) Last updated November 7, 2026. Sample businesses, people and figures are made up.