What to include on a catering invoice
Bill against the guaranteed headcount
Charge per person based on the count confirmed by your guarantee date, not who actually showed up. State the date the count was locked.
Separate service charge from gratuity
A service charge is often revenue for the business and may be taxable, while a gratuity goes to staff. Labeling them distinctly avoids confusion and potential tax issues.
Itemize staffing
List servers, chefs and bartenders with hours or minimums. Clients understand labor costs better when they can see how many people worked the event.
Credit the deposit and tasting fee
Show deposits and any tasting fee credited toward the final bill. It confirms what's been paid and what remains.
Example catering line items
These sample entries show how to describe catering work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Plated dinner, two entrées (guests) | 120 | $58.00 | $6,960.00 |
| Passed hors d'oeuvres, four varieties (guests) | 120 | $14.00 | $1,680.00 |
| Servers, 5-hour minimum (staff) | 6 | $225.00 | $1,350.00 |
| Bartender service (hours) | 5 | $45.00 | $225.00 |
| Linen and china rental (guests) | 120 | $9.50 | $1,140.00 |
| Cake-cutting and plating fee (guests) | 120 | $2.50 | $300.00 |
| Subtotal | $11,655.00 | ||
Payment terms for catering invoices
Our suggestion: Deposit at booking, final balance 7 days before the event based on guaranteed headcount.
Sample terms you can paste into the invoice: “A 20% service charge applies and is not a gratuity; gratuity for staff is at the client's discretion. The balance is due 7 days before the event. Deposits are non-refundable within 30 days of the event date.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Catering invoice FAQ
Is a catering service charge the same as a tip?
Usually not. In many US states a service charge is treated as business revenue and may be subject to sales tax, while a voluntary gratuity goes to staff. Some states require you to disclose that a service charge is not a tip. Check your state's rules.
How do caterers handle changes in guest count?
Most require a final guaranteed count 7-14 days before the event and bill for that number even if fewer guests attend. Increases after the deadline are often accepted if possible, sometimes at a premium. Put this in your contract.
Should I charge sales tax on catering invoices?
Prepared food and catering services are taxable in many states, and some also tax service charges, rentals or delivery. The rules are detailed and vary, so confirm with your state revenue department or an accountant.