Event invoices per guest

Catering invoicing software

Catering invoicing software for weddings, corporate lunches and private parties. Menus are priced per guest, the deposit holds the date, the final headcount updates the event before it is billed, and the host can tip the crew from the payment page.

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Catering invoice example

A wedding reception billed on the final guest count, with the booking deposit credited.

Smarfle · Event invoice

Invoice

CT-0277

Due 3 days after the event

Sent · awaiting payment

Bill to

Amara Whitlock

Reception at Lakeside Hall, Winter Garden FL 34787

Plated dinner, two entrees

118 guests

$5,310.00

Bar service, four hours

1

$1,200.00

Linen and chair rental

118

$708.00

Service staff

6

$1,080.00
Deposit paid-$2,500.00
Balance due$5,798.00
Sent the morning afterPay and tip

Example with sample data

Menus priced per guest

Each package is a service sold per guest, with bar hours, rentals and staff as their own lines. The guest count drives the total on the proposal and the invoice alike.

Services and pricing

Deposit to hold the date

A June Saturday is held once the couple signs the proposal and pays the deposit online. The event is booked from those lines, and the final invoice credits the deposit.

Estimates and e-signatures

Final headcount updates the bill

When the host confirms 118 guests instead of 125, change the count on the event. The invoice made at the end of the event uses the number that actually ate.

Job management

Corporate accounts and planners

Companies ordering office lunches pay by ACH, and the event planner can receive a copy of every invoice for the host.

Payments

Catering invoicing features

What it does

  • Per-guest menu pricingCount sets the total
  • Deposit to book the datePaid with the signature
  • Headcount changes before billingEdit the event's lines
  • Tips for the crewOnce tips are on

What it doesn't do

  • Percentage service chargeAdd it as a flat line
  • Banquet event ordersKeep BEOs in event notes
  • Recipe costingLog food costs as expenses
  • Rental availability by dateCheck your rental list

Catering invoicing pricing

Proposals with deposits and event invoices are on every plan; Solo at $19 a month suits a one-chef business.

Solo

Sole operators getting started

$19/mo
  • 1 user
  • Up to 500 clients
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Starter

Small teams adding tools and growth

$99/mo
  • Up to 5 users (1 owner + 4 techs)
  • Up to 2,000 clients
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Most Popular

Professional

Growing service businesses

$199/mo
  • Up to 10 users
  • Up to 5,000 clients
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Business

Multi-location operations

$349/mo
  • Up to 30 users
  • Up to 10,000 clients
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SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →

Catering invoice questions

Yes. Proposals, deposits and event invoices run from the phone, starting on the $19 Solo plan.
Yes. Each menu package is sold per guest, and the count sets the line.
With a deposit paid online as the client signs the proposal; the final bill credits it.
Change the guest count on the event before it closes, and the invoice uses the final number.
Not as a percentage. Work out the amount and enter it as a fixed line.
Yes, with tips switched on. Hosts paying by card can add one, shown apart from the event total.
Yes. Corporate clients can pay office catering by bank transfer, where Stripe's fee tops out at $5.
No. The crew sees the venue, timing and menu; prices are kept to the office.

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14 days with every feature on your real catering work. No credit card.

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