What to put on a catering invoice
A catering invoice usually follows a quote that changed as the event got closer — the guest count went up, a dish was swapped, more staff were needed. Make the final version easy to check against what the client agreed:
- Event details — name, date, venue and the confirmed guest count
- Food per guest or per item, with the menu name
- Staff — how many people, for how many hours
- Rentals — linens, dishes, equipment
- Delivery, setup and breakdown
- Service charge, and what it covers
- Deposit already paid and the balance due date
Example catering invoice
| Line item | Qty | Rate | Amount |
|---|---|---|---|
| Dinner buffet – menu B, per guest (final count 85) | 85 | $38.00 | $3,230.00 |
| Passed appetizers – 3 options, per guest | 85 | $9.50 | $807.50 |
| Event staff – 4 servers × 6 hrs | 24 | $35.00 | $840.00 |
| Rentals – linens, chafing dishes and serving ware | 1 | $320.00 | $320.00 |
| Delivery, setup and breakdown | 1 | $175.00 | $175.00 |
| Service charge (18% of food and beverage) | 1 | $726.75 | $726.75 |
| Total | $6,099.25 |
The per-guest lines use the guest count as the quantity, so if the count changes you only change one number. Enter the deposit under Amount already paid to show the balance.
Guest counts and deadlines
Ask for the final guest count by a set date before the event — often a week — and bill that number even if fewer people come. If more guests are added after the deadline, bill them afterwards on a separate line. Set all of this out in your quote, then Convert to invoice once the client confirms.
Service charges, gratuity and sales tax
A service charge is a fee you set and keep as part of your business income. A gratuity is a tip the client chooses to give, which belongs to your staff. Call yours by the right name on the invoice and quote, and explain what the service charge covers.
Sales tax on catering varies by state. Food, beverages and often rentals are taxable in many states, and in some states a mandatory service charge is taxable too. Check your state's rules before you set the tax rate, and enter it in the Sales tax / VAT rate field.
Taxes for self-employed caterers
Food, ingredients, packaging, kitchen rental, equipment, vehicle costs and staff you pay are business expenses. If you pay event staff as contractors, you may need to send them a 1099-NEC once you've paid them $2,000 or more in 2026. Use the 1099 tax calculator to see how much of your own income to set aside.
Frequently asked questions
Should I invoice the deposit separately?
Yes — send a deposit invoice when the client books ("30% deposit to hold June 14"). On the final invoice, enter that amount under "Amount already paid".
How do I handle leftovers or guests who don't show?
If the client confirmed a count by your deadline, bill that count. That's standard practice, and the cost of the food was already spent.
Can I show a per-person price and a total?
Yes. Use the guest count as the quantity and the per-person price as the rate. The invoice shows both.
Can I add the menu?
Put the menu name on the line and attach the full menu with the PDF, or add it to the notes for small events.