Invoices / Catering
Bill the final guest count, staff hours, rentals and service charge, then download the PDF.
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Estimates, receipts and guides that go with this invoice.
Catering invoices are usually settled before the event, not after, because food is bought and prepped days ahead. The final invoice should be built on the confirmed guest count, with the per-guest price times the number of guests, plus staff, rentals and delivery. Show the deposit already paid and the balance due by your deadline, often a few days before the event. Service charges and gratuities are a common source of confusion: if you add a service charge, call it that and say what it covers, and keep it apart from any optional tip. Staff hours are usually estimated, so many caterers send a short final invoice after the event for any overtime. Note the event date, venue and serving times so the invoice also works as a final confirmation.
What if fewer guests show up than the final count?
Most caterers bill the confirmed final count, because food and staff were planned for it. State in your terms when the count is locked, such as 7 days before the event.
Is a service charge the same as a tip?
Not necessarily. A service charge is a fee you set and the client agreed to; a tip is optional. Label them separately so the client knows what they are paying for.
Does sales tax apply to catering?
In many places catering is taxable, and rules can differ for food, alcohol, rentals and service charges. Check your state's rules and use the tax line in the invoice.
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