Question 1

What should a catering invoice include?

Accepted Answer

Event date and venue address (separate from the billing address — many corporate clients bill from a head office), guest count, per-head menu pricing or package price, staff hours by role (chef, servers, bartenders) with hourly rate, equipment rentals (linens, china, glassware, chafing dishes), delivery and setup charges, gratuity (typically 18-22% on labor), sales tax (applicable to food in most states), and the deposit-paid balance. Any contracted overtime or last-minute add-ons go on separate lines.

Question 2

How should caterers structure deposits?

Accepted Answer

Industry standard: 25-50% deposit on signature, balance due 7-14 days before the event. Final guest count and menu adjustments lock 7 days out; changes after that point are billable at full per-head plus a rush fee. Without the deposit-and-final-balance structure, you're financing the food cost out of pocket — and a cancellation 48 hours before the event becomes your problem instead of the client's.

Question 3

Should gratuity be on the invoice?

Accepted Answer

Yes, as a separate line item with the percentage shown. Industry norm is 18-22% on the food and labor subtotal (some caterers calculate on labor only — be explicit about which). The line item should read 'Service charge / gratuity (20%)' and state in the notes whether it's distributed to staff or retained by the company. Hidden or surprise gratuity is one of the most common catering disputes; transparency at invoicing avoids it.

Question 4

Who pays sales tax on catering — the caterer or the client?

Accepted Answer

The client pays; the caterer collects and remits. Catering food is generally taxable in nearly every US state (it's prepared food, not unprepared groceries). Service charges and gratuity have varying tax treatment — California, Texas, and several others tax mandatory service charges; New York taxes only mandatory tips, not voluntary ones. Equipment rentals are taxed in most states. The cleanest pattern: itemize food, labor, gratuity, and rentals; apply your state's specific tax rules to each line, with the rates visible on the invoice.

Question 5

How do caterers bill staff hours?

Accepted Answer

By role and by hour. Industry rates run $35-$75/hour for servers, $50-$100/hour for bartenders, $85-$200/hour for chefs and event captains. Most caterers charge a 4- or 5-hour minimum per staffer regardless of actual event length (covers the prep + travel + tear-down time). Show staff lines explicitly: 'Lead chef (8 hr × $95),' 'Servers (4 × 6 hr × $45),' 'Bartender (1 × 5 hr × $85)'. Vague 'service charge' is a dispute magnet at corporate AP.

Question 6

When should a caterer send the final invoice?

Accepted Answer

Two practical patterns. First: send the contracted invoice 7-14 days before the event with the deposit applied and final balance due in advance. Then a separate adjustment invoice 1-3 days after the event for any overage (extra guests, contracted overtime, last-minute add-ons). Second pattern: invoice the full amount day-of with deposit credited, balance due on receipt. The first pattern is cleaner cash flow; the second is more flexible for clients who add scope late.

Caterer Invoice Template

Built for Event Catering

Per-Head & Package Pricing

Staff Lines by Role

Deposit + Final Balance

What Caterers Bill For

Wedding & Private Event Catering

Corporate Catering

Drop-Off Catering

Holiday & Seasonal Events

Caterer Invoicing FAQ