Caterer invoice template

Caterer invoicing FAQ

What should a catering invoice include?

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.

How should caterers structure deposits?

Caterers usually take 25-50% on signature and the balance 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.

Should gratuity be on the invoice?

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.

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

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 generally taxes mandatory service charges and gratuities. New York does not tax a mandatory gratuity that is shown separately, labeled as a gratuity, and paid in full to employees; other service charges are taxable. Texas has a similar rule for mandatory gratuities of 20% or less. Voluntary tips are not taxed in any of the three. Equipment rentals are taxed in most states. The cleanest pattern: itemize food, labor, gratuity, and rentals so the taxable base is visible. Issueable applies tax to the whole invoice, so if part of the bill isn't taxable in your state, invoice it separately.

How do caterers bill staff hours?

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.

When should a caterer send the final invoice?

Two practical patterns. First: send the contracted invoice 7-14 days before the event for the balance, with the deposit noted, 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 balance day-of with the deposit noted, due on receipt. The first pattern is cleaner cash flow; the second is more flexible for clients who add scope late.