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Free Catering Invoice Template
Per-head pricing, service staff, rentals — a catering invoice is really three invoices in one.
| Description | Qty | Rate |
|---|---|---|
| Plated dinner — 80 guests | 80 | $68.00 |
| Service staff — 4 staff × 6 hrs | 24 | $35.00 |
| Linen & tableware rental | 1 | $420.00 |
| Cake cutting & coffee service — 80 guests | 80 | $4.50 |
Sample preview with typical line items. Your invoice uses your own business details and branding.
Use this template free
Open Billia’s free generator, add line items like the ones shown, and download a clean PDF — no signup, no watermark, no trial games.
Billia's free catering invoice template separates the three things clients actually compare: food per head, staffing, and rentals. It also handles deposits and balance-due cleanly. Build it in about a minute — free, no account, no watermark.
Sample catering invoice line items
Here is how a typical catering invoice breaks down. Copy the wording straight into the generator:
| Description | Qty | Rate |
|---|---|---|
| Plated dinner — 80 guests | 80 | $68.00 |
| Service staff — 4 staff × 6 hrs | 24 | $35.00 |
| Linen & tableware rental | 1 | $420.00 |
| Cake cutting & coffee service — 80 guests | 80 | $4.50 |
Create your catering invoice in 4 steps
- Open the free invoice generator and enter your business and client details.
- Add line items using the wording above — quantities, rates, and any materials.
- Set your payment terms and due date, and add your logo.
- Enter your email: we send the PDF right away, and you can also download it directly. No account needed.
Catering invoicing tips
- Show the deposit paid and the balance due as separate lines at the bottom. Catering clients budget around the balance, not the total.
- Put the final headcount and the headcount deadline in the notes. It documents which number the per-head math used.
- List rentals separately from food and staff. Clients mentally file rentals as pass-through costs — let the invoice agree with them.
Prefer Word, Excel, or Google Docs? Use the layout above as your reference — or skip the formatting and generate the PDF directly.
Invoice your catering work in 60 seconds
Free. No account. No watermark. Just a professional PDF.
Create my invoice — freeFrequently asked questions
How do I show a deposit on a catering invoice?
Show the full event total, then a 'Deposit received' line (negative amount) and a bold 'Balance due' line. Billia's generator supports negative line items, so the math stays transparent.
Is this Catering invoice template really free?
Yes. Free — no account needed. Enter your email and we send the PDF right away; you can also download it directly. Billia's invoice generator is free — no account needed. Enter your email and we send the PDF right away; you can also download it directly. No watermark, no trial popups.
Can I use this template in Word, Excel, or Google Docs?
The layout above works as your reference in Word, Excel, or Google Docs — or skip the formatting work and generate the PDF directly in Billia. Either way the line-item wording is yours to copy.
Can I add my logo and business details?
Yes — upload your logo and it appears on both the live preview and the downloaded PDF. Add your business name, address, and payment terms once and they carry over to every caterer invoice you make.