Catering Invoice Template

Streamline Your Catering Business with a Professional Invoice Template

Running a catering business means juggling multiple moving parts—from menu planning and tastings to equipment coordination and staffing. The last thing you need is invoice chaos. This Catering Invoice Template helps caterers, food service businesses, and event catering companies create detailed, professional invoices that capture every billable item, calculate costs automatically, and get you paid faster.

Why Catering Businesses Need Purpose-Built Invoicing

Unlike standard invoices, catering requires line-item clarity around menu selections, per-person pricing, equipment rentals, staffing hours, tastings fees, delivery charges, and gratuity. Clients expect transparent breakdowns, and your business needs accurate records. This template handles the complexity while maintaining a clean, professional appearance that reflects your brand.

Whether you're catering corporate events, weddings, private parties, or recurring meal services, this template adapts to your needs. It calculates subtotals, applies tax, adds optional gratuity percentages, and generates a final total—all automatically as you fill in the details.

What Makes This Catering Invoice Template Special

Per-Person Menu Pricing
Set your per-person rate for appetizers, entrees, desserts, and beverages, then enter guest count. The form calculates menu totals automatically, eliminating manual math errors and speeding up your invoicing process.

Equipment Rental Tracking
From linens and china to chafing dishes and serving stations, this template includes dedicated fields for equipment rentals. Add item descriptions, quantities, and costs to ensure nothing gets missed and every rental is billed correctly.

Staffing Cost Calculator
Transparently bill for servers, bartenders, chefs, and setup/breakdown crew. Enter hourly rates and hours worked, and the form handles the rest. This transparency builds client trust and ensures your team gets properly compensated.

Tastings Fee Integration
Track and bill for menu tastings and consultations. Whether you credit tastings toward the final invoice or charge separately, this template gives you the flexibility to handle both scenarios professionally.

Automatic Gratuity Calculation
Set standard gratuity percentages (15%, 18%, 20%, or custom) and let the form calculate the amount based on your subtotal. This removes awkward conversations and ensures fair compensation for your team.

Integrated Payment Collection with Paperform
Connect Stripe, PayPal, Square, or other payment processors directly to your invoice. Clients can pay immediately upon receipt, dramatically reducing the time between service delivery and payment. You can also collect deposits upfront or split payments across milestones.

Perfect for Growing Catering Operations

This template works beautifully for:

• Full-service caterers managing weddings, corporate events, and private parties
• Corporate catering companies handling regular office lunches and business events
• Food truck and mobile catering operations invoicing festival and event bookings
• Restaurant catering departments extending services beyond dine-in
• Personal chef services billing for private dinners and meal prep packages

Automate What Comes After the Invoice

Paperform's built-in automation turns your catering invoice into the first step of a complete workflow. When a client submits payment or receives an invoice:

• Automatically send confirmation emails with event details and payment receipts
• Update your CRM or project management tool (HubSpot, Airtable, Notion) with booking status
• Notify your kitchen and event staff via Slack or email when deposits are received
• Generate and send contracts for eSignature using Papersign (papersign.com), keeping your catering agreement, menu selections, and payment records all connected
• Trigger follow-up workflows using Stepper (stepper.io) to manage event logistics, send day-before reminders, or request post-event reviews

Brand Your Invoices, Build Your Reputation

First impressions matter, and your invoice is often one of the last touchpoints with a client. Paperform's doc-style editor lets you add your logo, match your brand colors, include high-quality food photography, and write personalized notes. Your invoice becomes an extension of the quality service you deliver.

Embed invoices directly on your website, send them via custom-domain links, or deliver them as part of a branded booking confirmation sequence. Every detail reinforces your professionalism.

Trusted by Hospitality Professionals

Catering businesses across the hospitality and food service industries trust Paperform for invoicing, booking management, and payment collection. With SOC 2 Type II compliance, secure payment processing, and transparent pricing, you get enterprise-grade reliability in a tool that's simple enough to use on the go—whether you're at an event, in the kitchen, or meeting with clients.

Stop wrestling with spreadsheets, manual calculations, and delayed payments. This Catering Invoice Template gives you the speed, accuracy, and professionalism your growing business deserves—all without writing a single line of code.