How a catering invoice is built
A catering invoice lists everything that goes into the event: the food, the people who serve it, the equipment, the delivery and any service charge. Clients compare the bill with the menu and the guest list, so each line should match something they already agreed to.
Put three facts at the top: the event date, the venue and the final guest count. The reference field fits the first two, and the notes fit the count.
Per-head pricing and guest counts
Most caterers quote a price per guest for food. Enter the guest count as the quantity and the price per guest as the price, and write the number in the description, such as "Dinner buffet, 60 guests at $24.00".
| Item | How to show it | Example |
|---|---|---|
| Food, per guest | Guest count as the quantity | 60 × $24.00 = $1,440.00 |
| Linen and china, per guest | Guest count as the quantity | 60 × $3.00 = $180.00 |
| Staff, per hour | Person-hours as the quantity | 15 × $35.00 = $525.00 |
| Delivery and setup | One line, quantity 1 | $75.00 |
Agree on the final guest count before the event. Many caterers ask for it about a week ahead and bill the guaranteed number, even if fewer people come. Write in the contract what happens to extra guests, and bill them at the same per-head price if you agreed that.
Staff hours and minimums
Servers, bartenders and kitchen staff are usually billed by the hour, and the paid time is longer than the event itself. Count arrival, setup, service, breakdown and cleaning. Many caterers set a minimum shift length, often four hours, so a 90-minute cocktail hour still costs a full shift.
Show the hours on the line so the client sees why the total is what it is:
- Three servers for a 5-hour event: quantity 15 (person-hours) at the hourly rate.
- A bartender on a 4-hour minimum: quantity 4 at the hourly rate.
- A head chef or supervisor: a separate line, so the extra cost is visible.
Deposits, cancellations and service charges
Caterers usually take a deposit to hold the date. Enter it as a deposit, and the PDF shows what has been paid and what is still due. Write the cancellation rule in the notes or the contract, for example that the deposit is kept if the client cancels within 30 days of the event.
A service charge is a percentage added to the bill, often between 18 and 22 percent in the US. Show it as its own line. Service charges and tips are handled differently for tax and for staff pay in many places, so ask your accountant how to treat yours before you use it on invoices.
Tax on food and catering
Rules for catered food differ a lot by state. The same event can be taxed differently depending on whether food, staff and equipment are billed together or on separate lines.
Ask your state's department of revenue how catering is taxed. When tax applies, set the rate on the right lines in Duebolt, so the PDF shows the tax next to the items it applies to.
Last checked October 28, 2026.
Read in:EspañolFrançaisDeutschPortuguêsItalianoNederlandsSvenskaPolskiDanskNorskSuomi