Food truck owners invoice when they are hired instead of selling to walk-up customers. That includes private catering for weddings, corporate lunches, brewery and winery bookings, school and community events, film sets, and festival vendor fees. Most invoices cover a per-person meal price or a flat booking fee, plus extras like travel, staffing, and service fees.
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Private events are usually priced one of three ways. The first is per person, with a headcount guarantee and a set menu, typically $15-35 a head depending on the food. The second is a flat booking fee or rental for a set service window, often two to three hours, which suits corporate lunches and film crews. The third is a minimum guarantee: the client pays a set amount, and if sales at a public event like a brewery fall short, they cover the difference. Many trucks add a travel charge for distances beyond a set radius, a surcharge for extra staff or long service windows, and a service charge on top of food. Sales tax applies to prepared food in most states, so show it separately. Deposits are standard because the truck blocks out a date and buys food in advance.
| Service | Priced | Typical range |
|---|---|---|
| Private event catering, set menu | per person | $15-35 |
| Corporate lunch booking (2-hour service, 50-100 guests) | flat fee or per person | $900-2,500 |
| Wedding or large party catering | per person | $20-45 |
| Minimum sales guarantee (brewery, winery, public event) | flat minimum | $500-1,500 |
| Travel beyond service radius | per mile | $1.50-3 |
| Additional staff member | per hour | $20-35 |
| Extra service time beyond contract | per hour | $150-300 |
| Event permit or fee pass-through | at cost | $50-500 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Taco bar catering, 2 proteins, rice, beans, toppings (Saturday 5/17, 5:00-7:30 PM, corporate picnic) | 85 guests | $22.00 | $1,870.00 |
| Vegetarian and gluten-free meals, included in headcount upcharge | 12 meals | $3.00 | $36.00 |
| Travel, 38 miles beyond 20-mile base radius | 18 miles | $2.00 | $36.00 |
| Additional server for extended service window | 3 hours | $25.00 | $75.00 |
| Event vendor permit, passed through at cost | 1 each | $75.00 | $75.00 |
| Total | $2,092.00 | ||
Notes: A 50% deposit of $1,191.00 was received on booking. Balance due within 7 days of the event date. Sales tax is shown separately where applicable. Final headcount was confirmed 7 days before the event. Cancellations less than 14 days out forfeit the deposit.
Ties the invoice to a specific booking and shows the hours you were contracted to serve, which matters if there is a dispute over overtime.
Per-person pricing depends on the number. Showing both makes it clear whether the bill reflects the guarantee or actual counts.
Lists what was agreed, including vegan, gluten-free, or allergy-specific meals that may be priced differently.
Clients accept charges they can see and understand. Unitemized lump sums lead to pushback.
Tax rules for prepared food vary by state and locality. Separate lines keep the tax portion clear, and a service charge is different from a tip your staff receives.
Shows the money already paid and what remains so the client does not pay twice or underpay.
Corporate clients, venues, and event organizers sometimes ask for proof of licensing and insurance along with payment paperwork.
Most food truck bookings require a deposit of 25-50% to hold the date, with the balance due on or before the event for private parties or within 7-14 days for corporate clients. Corporate accounts often need a PO number and may pay net 30, so confirm that before booking. For weddings and large parties, a final payment due a week before the event is common because headcount locks in then. Late fees of 1-1.5% per month are typical but should be stated in your booking agreement. Accept card, ACH, and check; card payments are convenient but carry processing fees, so some trucks add a small surcharge where allowed by their state and card network rules.
A truck that holds a Saturday for a client who cancels loses a full day of revenue. Take a non-refundable deposit at booking and put the cancellation terms in writing.
Set a deadline for the final guest count and bill for the greater of the final count or a stated minimum. This protects you from buying and prepping food for people who never show.
At breweries, wineries, and festivals, agree on a minimum sales amount up front. If sales fall short, the venue or organizer pays the difference. Invoice the shortfall separately with the sales report attached.
Fuel, generator run time, and staff hours add up on long drives and extended events. Build a base radius and a per-mile or per-hour charge into your standard terms.
If you pay a vendor fee or temporary permit on the client's behalf, list it as a pass-through at cost with a copy of the receipt so it is not mistaken for markup.
Per person works best when the client controls the guest count, such as weddings and parties. A flat booking fee or minimum guarantee works better for corporate lunches, film crews, and public events, where your costs are tied to the service window more than the exact headcount.
In most states, prepared food is taxable, and catering is often taxable too, but rules vary on service charges, delivery fees, and tax-exempt clients like schools or nonprofits. Check with your state department of revenue or an accountant and list tax as its own line.
No. A service charge is a fee you set that becomes business revenue, and in many places it is taxable. A tip or gratuity is voluntary and belongs to staff. If your invoice includes a service charge, label it clearly so clients do not assume it covers tips.
Your contract should say you bill for the guaranteed minimum or the final headcount, whichever is higher. Put that rule on both the booking agreement and the invoice, along with the date the headcount was locked.
Invoice the shortfall only: the agreed minimum minus your actual sales for the event. Include the date, the minimum, your total sales, and the difference so the brewery can see how the amount was calculated.
Send a Food Truck estimate for approval, then turn it into an invoice when the work is done.
Food Truck estimate template