Invoice & estimate app for caterers
The invoice app for caterers
Catering is quoted months ahead and finalized days before the event. Invoiceflint lets caterers send a per-guest quote the client accepts online, invoice the deposit, and send the final invoice with the confirmed headcount, staff, and rentals.
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Invoice
Saffron Table Catering
INV-0624
Bill to: Bennett & Cole LLP – Holiday Party
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Plated dinner, three courses (guests)85 × $58.00 | 85 | $58.00 | $4,930.00 |
| Passed hors d'oeuvres, 1 hour (guests)85 × $14.00 | 85 | $14.00 | $1,190.00 |
| Event servers – 6 staff × 5 hours (hours)30 × $35.00 | 30 | $35.00 | $1,050.00 |
| Bartender (hours)6 × $45.00 | 6 | $45.00 | $270.00 |
| Linen, china, and glassware rental (guests)85 × $9.00 | 85 | $9.00 | $765.00 |
| Service charge – 20% of food1 × $1,224.00 | 1 | $1,224.00 | $1,224.00 |
| Less deposit received (INV-0590)1 × -$3,000.00 | 1 | -$3,000.00 | -$3,000.00 |
- Subtotal
- $6,429.00
- Sales tax (8%)
- $550.80
- Total due
- $6,979.80
Example catering invoice made with Invoiceflint · Use it as a free template
What to include on a catering invoice
A complete invoice gets approved and paid faster. Invoiceflint fills in the numbering, dates, and totals for you — here’s what else belongs on it.
- 1The event date, time, and venue.
- 2The confirmed guest count and per-guest prices.
- 3The menu or package.
- 4Staff, with numbers and hours.
- 5Rentals such as linens, china, and glassware.
- 6Any service charge and any gratuity, each on its own line.
- 7Tax, the deposit received, the balance, and its due date.
How Invoiceflint helps caterers
Built for invoicing on the job, not at a desk.
Quotes clients accept online
Send a per-guest quote, let the client accept it in their browser, and convert it to the invoice once the final count is in.
Deposits and balances
Record the deposit and final payment for every event, and see what each client still owes.
Invoices as polished as the plating
Choose from 14 templates with your logo for corporate and wedding clients.
Balance reminders before the event
Schedule email reminders ahead of the balance due date, so you're not chasing payment during prep week.
Billing tips for caterers
Set a final headcount deadline
Ask for the final guest count about a week before the event and bill that number, even if fewer guests turn up — you've already bought and prepared the food.
Separate service charges from gratuity
Guests often assume a service charge goes to staff. In some places you must explain what it covers, and it may be taxable. Say what it's for on the invoice and list any gratuity on its own line.
Take a deposit to hold the date
A booked date is one you can't sell to anyone else. Invoice a deposit when the quote is accepted and set the balance due before the event.
Invoicing questions from caterers
What should a catering invoice include?
A catering invoice should include the event date, time, and venue, the confirmed guest count, per-guest menu prices, staff and hours, rentals, any service charge and gratuity listed separately, tax, the deposit received, the balance due, and the due date.
How much deposit do caterers usually take?
Many caterers take 25% to 50% when the booking is confirmed, with the balance due a few days to a week before the event. Put the payment schedule in your quote so it's agreed before you start.
What's the difference between a service charge and a gratuity?
A service charge is a fee set by the caterer, often a percentage of food and beverage, that the business keeps or distributes as it chooses. A gratuity is a tip for staff. Rules on disclosing, taxing, and sharing service charges vary by place, so label each one clearly on the invoice.
How do I bill the final guest count?
Quote using the expected count, then update the guest quantities when the client confirms the final number. In Invoiceflint, convert the accepted quote to an invoice and change the quantity — the totals and tax update automatically.
Related guides
How to Ask for a Deposit (and Invoice It Properly)
When to ask clients for a deposit, how much to charge, what to say, and exactly how to show the deposit as a credit on the final invoice.
Read guide →How to Write an Estimate for a Job (That Clients Approve)
What to include in a job estimate, how to price the work, and how to send it so clients say yes. Includes a worked example estimate you can copy.
Read guide →Invoice Payment Terms Explained: Net 30, Due on Receipt
What Net 7, Net 30, due on receipt, and other invoice payment terms mean, which get you paid fastest, and the exact wording to put on your invoice.
Read guide →
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Send your next catering invoice from your phone.
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