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Invoice Generator for Caterers
Catering invoices must state the guaranteed guest count and the cut-off date — that single number drives most catering disputes.
How caterers should structure their invoices
- Show the guaranteed count and the date it was locked; charges below that count are usually still owed.
- Staffing is billed by head × hours; always show both numbers, not the total.
- Rentals and disposables should be a separate section with return conditions.
The invoice above already contains the line items most caterers bill for. Adjust the rates to your own, delete what does not apply, and add anything specific to your engagement.
What a caterer invoice must include
- A unique, sequential invoice number — never reuse or skip numbers.
- Your business name and address, plus your tax or registration number if you have one.
- The client's name and address, and a purchase order reference if they use one.
- Each service on its own line with quantity and rate, so the total is auditable.
- Tax shown separately with the rate, and the total clearly stated.
- Payment terms and the due date — not only in your contract.
Caterers invoicing questions
What is a typical deposit?
25-50% at booking, balance 7-14 days before the event. Final count is usually due 72 hours out.
How do I bill for extra guests?
At the per-person rate plus a surcharge for late additions. State the surcharge before the event, not after.
Who pays for breakage?
The client, per the rental agreement. Reference the agreement number on the invoice so the charge is defensible.