Caterers are solo operators and small businesses that prepare and deliver food for weddings, corporate lunches, parties, and other events. Invoices usually cover per-person food pricing, staffing, rentals, delivery, and service charges, and are often split into a deposit and a final balance.
Create an invoice for payment collection
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Most caterers price per person (per head) for food, with the price depending on menu, service style, and guest count. Drop-off and buffet service cost less per head than plated or family-style service because they need fewer staff. Staff such as servers, bartenders, and chefs are billed hourly, often with a 4 to 5 hour minimum. Rentals (linens, plates, chafing dishes, glassware) are billed at cost plus a markup or as a flat package. Many caterers add a service charge or administrative fee of 15 to 22 percent of the food and beverage total, plus delivery or travel fees. Smaller jobs like office lunches may be priced per tray or per box lunch, and large events often have a minimum spend. Final guest counts are typically locked 7 to 14 days before the event, and billing is based on that guaranteed count even if fewer people attend.
| Service | Priced | Typical range |
|---|---|---|
| Drop-off buffet catering (food only) | per person | $12-30 |
| Full-service buffet or family-style event | per person | $30-75 |
| Plated dinner service | per person | $50-125 |
| Boxed lunches for corporate orders | per box | $12-22 |
| Server or event staff | per hour, per staff member | $25-50 |
| Bartender (staff only, client supplies alcohol) | per hour | $35-65 |
| Chef or on-site cook | per hour | $40-90 |
| Delivery, setup, and breakdown | flat fee | $50-300 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Buffet dinner: choice of two entrees, two sides, salad, rolls, dessert (final guest count 80) | 80 per person | $38.00 | $3,040.00 |
| Servers for 5 hours including setup and cleanup | 20 hours (4 staff x 5 hrs) | $32.00 | $640.00 |
| Bartender, 4 hours (client provided alcohol) | 4 hours | $45.00 | $180.00 |
| Linen, plate, flatware, and chafing dish rental package | 80 per person | $6.00 | $480.00 |
| Delivery, setup, and breakdown (22 miles each way) | 1 flat fee | $150.00 | $150.00 |
| Service charge (18% of food total) | 1 flat fee | $547.20 | $547.20 |
| Total | $5,037.20 | ||
Notes: Deposit of $1,500 received on March 4 is applied to this invoice. Balance due within 7 days of the event date, May 18. Guest count was guaranteed at 80 on May 4. Accepted payment: check, ACH, or card (3% fee on cards). Late balances are subject to 1.5% monthly interest.
Ties the invoice to a specific booking and confirms what hours staffing was billed for.
Billing is usually based on the guaranteed count, and showing it prevents disputes when fewer guests show up.
Clients often compare the invoice to the proposal, so the menu and service style should match what was agreed.
Labor is a major cost and clients question it most often. Showing minimums and overtime up front avoids pushback.
Rentals are easy to overlook and often come from a third party, so listing them clearly supports the charge.
Clients often assume a service charge is a tip for staff. Labeling these separately avoids confusion and helps with sales tax treatment.
Prepared food is taxable in many states, and some jurisdictions require a license or permit number on business paperwork. Check your local rules.
Most caterers collect a non-refundable deposit of 25 to 50 percent to hold the date, with a second payment due 7 to 14 days before the event and the final balance due on or shortly after the event. Corporate clients often pay net 15 or net 30 and may need a purchase order number. Small drop-off orders are usually paid in full when ordering or on delivery. Late fees of 1.5 percent per month are common if stated in the contract. Payment is accepted by check, ACH, or card, and some caterers add a card processing fee. Gratuities are handled separately from the service charge and should be stated clearly in the contract.
Set a cutoff for final guest count, usually 7 to 14 days before the event, and put it in your contract. Bill for the guaranteed number or the actual number, whichever is higher, so you are not stuck with food you already bought.
A service charge covers your operating costs and is usually taxable in many states. Gratuity goes to staff. If you list both on the invoice, say what each one covers so clients do not feel double-charged.
Servers and bartenders rarely accept short shifts. Use a 4 or 5 hour minimum and include setup, travel, and cleanup in billed hours so your labor costs are covered.
Extra guests, an extra hour of bar service, or a last-minute dessert request should be written down with the client's approval and added to the final invoice before you send it.
Show each deposit by date and amount on the final invoice, and subtract them from the total so the balance due is easy to understand.
In many states, prepared food and catering services are taxable, and service charges or delivery fees may be as well. Rules vary widely, so check with your state's department of revenue or an accountant before setting up your invoices.
No. A service charge is a fee kept by the business to cover costs like planning, supervision, and overhead. A tip or gratuity is meant for staff. Label them separately on the invoice, and be clear with clients about where each goes.
Your contract should state that the guaranteed count is the minimum billed. Food is purchased and prepped based on that number, so the client pays for it even if fewer guests attend.
Yes, it is common as long as it is stated in the signed agreement. The deposit holds the date and covers the cost of turning away other bookings. Rules on cancellation terms can vary by state, so keep your wording clear.
List them as a line item at your cost plus a markup, or as a flat per-person package. Keep the rental company's invoice on file in case the client questions the charge.
Send a Catering estimate for approval, then turn it into an invoice when the work is done.
Catering estimate template