Catering Invoice Template
From a 20-person birthday buffet to a 200-guest wedding breakfast, your invoice needs to cover food, staff, equipment, and the inevitable extras. This template handles per-head pricing, itemised menus, staff costs, and hire charges in one clean document.
Create Your Invoice NowWhat to Include in Your Caterer Invoice
- Catering business name, contact, and food hygiene rating
- Client name and event details (date, venue, type)
- Number of guests (final confirmed count)
- Menu items with per-head or per-platter pricing
- Dietary accommodations (vegan, halal, gluten-free) if priced separately
- Staff costs (chefs, servers, bar staff — hours × rate)
- Equipment hire (chafing dishes, glassware, linen, tables)
- Delivery / setup / cleanup fees
- Deposit already paid and balance due
Caterer Invoicing Tips
- 1Always take a 30–50% deposit at booking — catering has high upfront ingredient costs
- 2Final guest count deadline = 7 days before event — state this on the invoice
- 3Photograph your setup — attach to the invoice for portfolio + dispute protection
- 4For corporate clients: include a PO number field
- 5Offer a tasting session as an upsell (£50–£100) — converts enquiries to bookings
Frequently Asked Questions
How do caterers price per head?
UK average: £15–£30/head for buffet, £40–£80/head for sit-down service, £80–£150+ for fine dining. Always quote per-head with a minimum guest count.
Should caterers charge for tastings?
Yes — £50–£100 for a tasting session, usually credited against the final booking if they go ahead. Prevents no-shows and time-wasters.
Do I charge for equipment hire separately?
Yes if you're providing plates, glasses, linen, serving equipment. List each item and quantity. Many caterers mark up hire costs 15–20% to cover logistics.
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