Catering bills on a per-guest anchor — guests × menu price — with staffing, rentals and the service charge itemized around it. This template prefills that anatomy, including the line that prevents the industry’s most awkward conversation: “service charge — not a gratuity”, explained in six words on the invoice itself.
The final-count mechanism in the notes is the caterer’s protection: the count confirmed at the deadline is the count invoiced, whoever actually shows. Per-guest pricing commonly spans $25–150+ depending on service style and market.
Guest counts, minimums and the deadline
State the count deadline (7 days is standard) and that the invoiced count governs — food is purchased and staff scheduled against it. If you carry an event minimum (e.g. $2,000 or 40 guests), show the minimum applied as its own line when the count falls short, rather than inflating the per-head silently.
Dietary accommodations noted on the invoice (“4 GF plates included”) document the duty of care and justify surcharge lines where special sourcing was needed.
The service charge, decoded on paper
The 15–22% service charge covers kitchen labor, logistics and admin — it is revenue, not tips, and several states legally require you to say so if it isn’t distributed as gratuity. The prefilled wording handles it; add a genuine gratuity line only if the client asks to include one.
Staff hours bill transparently (servers × hours × rate, bartenders likewise) with industry rates commonly $30–50/hr per server invoiced. Overtime past the contracted window follows the same protocol as any event vendor: pre-printed rate, named authorizer.
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Frequently asked questions
What does the catering service charge cover?
Back-of-house labor, transport, admin and equipment wear — not gratuity, unless you distribute it as such. Say which on the invoice; in some states the disclosure is legally required.
When is the final guest count due?
Commonly 7 days before the event, stated in the terms. The confirmed count is the invoiced minimum even if attendance drops — purchasing and staffing already happened against it.
Is catering taxable?
Prepared food and catering services are taxable in most US states — often including delivery and sometimes the service charge itself. Rules on rentals differ again; itemized lines let your state’s treatment apply per component.
How should deposits and payments run?
Save-the-date deposit on booking (often 25–50% or a flat fee), balance due before the event — 3 days out is common. Post-event billing exists only for corporate accounts with terms.