Event planners run weddings, corporate meetings, fundraisers, milestone parties, and other gatherings, either as full-service planners or as day-of coordinators. They invoice for planning fees, coordination hours, vendor management, design work, and sometimes for vendor costs paid on the client's behalf.
Create an invoice for payment collection
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Most event planners use one of four models: a flat fee for a defined package (for example, full-service wedding planning or day-of coordination), a percentage of the total event budget (commonly 10-20%), an hourly rate for consulting or smaller jobs, or a monthly retainer for ongoing corporate work. Flat packages are the most common for weddings and private events because clients want a known cost. Percentage fees fit larger budgets where the planner's workload grows with the spend. Planners also decide how to handle vendor costs: either the client pays vendors directly, or the planner pays them and passes the costs through on the invoice, sometimes with a markup of 10-20% for design items, rentals, or sourced decor. Travel, extra site visits, and overtime on event day are usually billed separately. Payment is almost always staged, with a retainer at signing and milestone payments leading up to the event.
| Service | Priced | Typical range |
|---|---|---|
| Full-service wedding planning | flat fee | $3,500-10,000 |
| Month-of / day-of coordination | flat fee | $800-2,500 |
| Partial planning package | flat fee | $2,000-5,000 |
| Corporate event planning | percentage of budget | 10-20% |
| Hourly consulting or planning | per hour | $50-150 |
| Additional event-day staff or assistant | per hour | $25-50 |
| Vendor sourcing and negotiation (add-on) | flat fee | $300-1,000 |
| Event design and decor styling | flat fee | $500-3,000 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Full-service wedding planning, 150 guests (balance after retainer is applied separately) | 1 flat fee | $5,500.00 | $5,500.00 |
| Additional venue site visits beyond 3 included | 2 visit | $150.00 | $300.00 |
| Event-day assistant coordinator, setup through teardown | 10 hour | $35.00 | $350.00 |
| Welcome table and ceremony decor styling | 1 flat fee | $850.00 | $850.00 |
| Rental pass-through: ceremony arch and lounge furniture (vendor invoice attached) | 1 flat fee | $1,200.00 | $1,200.00 |
| Total | $8,200.00 | ||
Notes: Retainer of $1,650 paid at signing has been credited on the attached statement. Remaining balance is due 14 days before the event date. Vendor pass-through items are billed at cost. Payments by check, ACH, or card; card payments carry a 3% processing fee. Late balances incur a 1.5% monthly fee.
Ties the invoice to a specific booking and helps if a client has multiple events or if the date changes.
Shows exactly what the fee covers (full planning, partial, day-of) so extras are easy to tell apart from included work.
Clients lose track of milestone payments. Showing the original contract total, payments received, and balance due avoids confusion.
Clients want to see what third-party costs are and that you did not add hidden charges. Attach vendor invoices when possible.
If you charge a percentage on rentals, decor, or sourced items, state it clearly to match your contract.
Work beyond the contract, such as added guests, a second venue, or extended event hours, should appear on its own line with the date requested.
Event deadlines are fixed, so the final balance must be due well before the date. Clear terms support collection.
Event planners typically collect a non-refundable retainer of 25-50% at signing, often with the contract. Further installments are tied to milestones, such as 90 days or 60 days before the event, with the final balance due 7-30 days before the event date so that no money is chased afterward. Corporate clients often pay net 15 or net 30 and may need a purchase order number. Vendor deposits that you pay on the client's behalf should be collected from the client before you pay them, or the client should pay vendors directly. Common payment methods are ACH, check, and credit card, with some planners passing along card fees. Late fees of 1-1.5% per month are common if stated in the contract.
Chasing payment after a wedding or gala is awkward and often fails. Set the final due date one to four weeks ahead, and state in your contract that services depend on receipt of full payment.
Avoid fronting large vendor costs from your own funds. Have clients pay vendors directly, or collect pass-through amounts in advance and list them as a separate section on the invoice.
Guest count increases, added rentals, and extra meetings pile up fast. Confirm each change in writing and add it to the next invoice instead of waiting for a final settlement.
Recording hours on each client shows you whether your packages are priced correctly and gives you evidence when a client pushes for extra work that is outside the scope.
Postponed dates are common. Spell out which payments are non-refundable and what a date change costs so that the invoice for a rescheduled event is not disputed.
Flat fees are easier for clients to understand and work well for weddings and private parties. A percentage suits large or fast-growing budgets, since your work rises with spend. Whichever you pick, set a minimum fee so small budgets still cover your time.
Many planners do, commonly 10-20% on items they source and manage, such as decor and rentals. It must be disclosed in your contract. Some planners instead charge a flat design or sourcing fee and pass vendor costs through at cost.
Most planners make the retainer non-refundable because it reserves the date and covers early work. State this clearly in the contract and on the first invoice. Rules on deposits vary by state, so check your local requirements.
It depends on the state. Many states do not tax pure service fees, but some tax certain event services, rentals, or tangible goods you resell. Check with your state revenue department or an accountant.
Put the PO number on the invoice, match the amounts to the approved PO, and send it to the accounts payable contact. If scope grows beyond the PO, ask for an updated PO before billing the extra.
Send a Event Planner estimate for approval, then turn it into an invoice when the work is done.
Event Planner estimate template