Free Catering Invoice Template (Excel)
What's in the catering invoice template
Three sheets: Event Details (client, event name, date, venue, guest count), Catering Order (up to 40 lines with a category dropdown - food, beverage, staff, rental - quantity, unit price and an automatic line total), and Invoice Summary.
Unlike the static PDF/Word invoices from webstaurantstore or the paywalled SaaS tools (invoicequick, totalpartyplanner, invoicesimple), this is a live formula-driven Excel/Sheets file you can edit and re-total instantly.
Service charge, tax and deposit - calculated, not estimated
On the Invoice Summary sheet, Subtotal pulls automatically from every line on the Catering Order sheet. Enter your service charge % and tax % - both are calculated on the subtotal - to reach the Total due.
Balance due is Total due minus Deposit received. Enter a deposit as soon as it's collected and the balance updates instantly - no manual re-subtraction needed.
Separating taxable food from non-taxable labor and rentals
The Category dropdown (food, beverage, staff, rental) keeps each line item classified from the start - the exact 'bundling costs' mistake industry guides warn caterers about in prose, addressed structurally here instead of left to memory.
How to use it
- Fill in the Event Details sheet with the client, event date, venue and guest count.
- List every food, beverage, staffing and rental line on the Catering Order sheet with quantity and unit price.
- On the Invoice Summary sheet, enter your service charge % and tax % - totals and balance due calculate automatically once you log any deposit.
Download the free Free Catering Invoice Template (Excel)
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Small Business Bookkeeping & Tax Dashboard
Once the catering invoices are out, the paid Bookkeeping template ($19) maps every expense to IRS Schedule C lines and sets aside quarterly estimated tax from your real profit.
See the full versionFrequently asked questions
Does this calculate per-guest pricing with an overage tier automatically?
No. Each line is quantity x unit price - you set the quantity per guest count yourself. It doesn't auto-detect a guaranteed headcount overage tier.
How is the balance due calculated?
Total due (subtotal + service charge + tax) minus any deposit received. Enter the deposit as soon as it's collected and the balance updates instantly.
Are service charge and tax calculated on the same amount?
Yes. Both are calculated on the subtotal from the Catering Order sheet, then added together to reach the total due.
Can I use it in Google Sheets?
Yes. Upload the file to Google Drive, open it, then File > Save as Google Sheets. The subtotal and totals keep working.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.