Free invoice templates for events & food
Catering, florist and event-planner invoice templates — deposits, per-guest pricing and vendor lines.
Event and food businesses bill in two moments — a deposit to reserve the date, and a balance close to the event — often with per-guest or per-arrangement pricing. These templates open with that structure.
Deposit to book, balance before the event
Take a non-refundable deposit to hold the date and record it in the “Amount paid” field so the invoice shows the balance outstanding, not the full figure. State clearly when the balance is due — typically one to two weeks before the event — and when the final guest count or order has to be confirmed.
Per-guest, per-item, and vendor lines
Catering usually bills per guest for food plus separate lines for staff, delivery and setup. Florists bill per arrangement plus delivery. Event planners bill a planning fee, day-of coordination and vendor management as distinct lines. Itemizing this way makes the quote easy to approve and the final invoice easy to reconcile against it.
Events & food templates — common questions.
How do I handle a deposit on the invoice?
Enter the deposit in the “Amount paid” field. The document then shows the full price, the deposit received, and the balance due before the event — so the client pays the remainder, not the whole amount again.
Should I send an estimate or quote first?
For events, yes — send a quote or estimate the client can approve in writing, then convert it to an invoice once the date is booked. Every detail carries across, so nothing is retyped.
BillCrafter is a document tool, not an accounting or legal service. Tax and contract rules vary by country and state — check anything material with a qualified professional.