1. What every caterer invoice must include

A compliant caterer invoice has eight parts: your business name and contact info, a unique invoice number, issue date, payment due date, the customer's name and address, an itemized list of work, the total amount due, and accepted payment methods. If you're collecting sales tax, that line is required too.

2. Set your line items

Most caterers structure invoices around these 4 categories:

Per-guest food cost — billed by guest.
Service staff hours — billed by hour at a ~$35 default.
Equipment rental — billed by itemized.
Service charge — % of subtotal — billed by pct at a ~$18 default.

3. Set payment terms

The standard for caterers is Net 14 — payment due within 14 days of the invoice date. Most caterers also require a 50% deposit upfront before starting work. Spell out late-fee terms (most states cap monthly late fees around 1.5%) and accepted payment methods on the invoice itself.

4. Licensing & legal disclosures

Health-department permit required in all states. Food handler / ServSafe certification expected. Liquor service requires separate license.

5. Send and follow up

Send the invoice the same day work is completed (or upon milestone for larger projects). Use software that tracks opens and lets the customer pay by card or bank transfer in one click — the average caterer-class invoice gets paid 2× faster when the customer can pay online without leaving their inbox.

Average invoice

$3,800

Standard terms

Net 14

Typical deposit

50%

BLS code

35-2014

State-by-state caterer invoicing guides

State rules differ on sales tax, statutory late fees, and contractor disclosure requirements. Pick your state for a guide tuned to local law.

How to Invoice as a Caterer: Step-by-Step Guide