BBQ catering invoice template

Download our free invoice template and input your details.

Free Invoicing template

Need to send a BBQ catering invoice to your client? Download our free invoice template in Word or Excel format. You can also follow our tips for sending an invoice that complies with the industry regulations.


Free BBQ Catering Invoice Template
How much to bill for BBQ catering work?
Essential requirements for a BBQ catering template
Sample invoice
Is it mandatory to issue an invoice?
BBQ catering invoice alternatives

Free BBQ Catering Invoice Template

Below you’ll find a free invoice template to download in both Word and Excel format:

If you need a PDF of the invoice, you can simply print our Word document invoicing template (which is available for download above) and then save the record as a PDF.

How much to bill for BBQ catering work?

The cost of barbeque catering may range anywhere from $500 to $3,000 or even more, on average, based on the services that are provided and the scale of the event. The number of attendees will be the single most important factor determining the overall cost of the event.

Burgers and barbecue might cost anywhere from $12 and $27 per person. Prices for typical BBQ event cuisine may be found starting at:

  • 0-20 people: $540
  • Cost is $960 for 21-30 individuals.
  • Price is $1,240 for 31–40 persons.
  • 41-50 people: $1,520
  • Price is $1,800 for 51-60 persons.
  • $2,090 for 61–70 individuals
  • 71-80 people: $2,370
  • Between 81 and 90 people: $2,650
  • 91 – 100 individuals: $2,930

These costs are intended to serve as both a starting point and an average. The following are some of the factors that may have an effect on the overall cost of catering an event:

Additional items on the menu

If you require the caterers to provide beverages, sides, or dessert, the cost per person will increase by anywhere from $1 to $10 depending on your specific needs. Make absolutely sure the chef is competent to provide specific products such as hors d’oeuvres before hiring them for your event.

The personnel and the supplies

If the BBQ event requires additional workers or equipment, including chairs and tables the catering cost will be increased by the cost of renting those items or paying an hourly fee for their use.

Driving distance

If the caterer’s service area does not include the location of your event, you will be charged an additional price. These costs might vary depending on the chef and are often charged per each mile driven.

Event date

The cost of barbecue catering may vary depending on when your event takes place. The cost of attending an event on the weekend is often higher than the cost during the week. The holidays will also have a significant impact on availability, which will lead to a rise in prices.

Extra time

In most cases, barbecue caterers will only be there for the allotted length of time (usually 2 – 5 hours). If you require a caterer to remain beyond their typical service period, you should anticipate paying an hourly price for their continued services.

Essential requirements for a BBQ catering template

These sample invoices are easily customizable to meet the specific requirements of your company. To do this, just click on the link located above, download the template, and then fill in your data in the appropriate spaces.

The following necessary standards are specified in the Code of Federal Regulations for a business document to fulfill in order for it to be formally defined as an invoice in the U.S.

To provide a brief overview, the following should be included in the document:

  • The word “Invoice” was presented in a glaring font.
  • The complete names and addresses of both you and your clients
  • The date on the invoice
  • Date for the payment
  • A distinct invoice number
  • A summary of the goods or services that are being offered for sale
  • The amount as well as the cost of each goods and service
  • The date on which the goods or services were brought to the customer
  • The whole sum that must be paid.

Invoice calculations

After you have included these items, you will need to make sure that you input further data that provide a line item split of the Service or Product that you are billing your client for, as well as the specific date(s) on which the customer got it. If you provide a variety of services, you may separate them into individual line items and assign individual prices to each one.

To calculate the total amount owed for a single statement item, you must first multiply the number of hours or the quantity by your hourly rate. This is computed for you automatically in the Excel template that you’re using. After this, make sure that all of the statistics are accurate by double-checking the Grand Total, the Subtotal, and the Total payable (after you have inserted the exact tax rate%).

After this, all that is left to do is save the file containing the invoice and then send it off to the customer.


The rules pertaining to recordkeeping differ from state to state, much like the sales tax itself. Be sure to examine the laws in the state in where your company is located to ensure that you are in compliance with the particular standards, and do not forget to do so regularly.

Any invoice would typically contain a value-added tax, or VAT, number for nations other than the United States. A tax identifying number would also be provided. Invoices do not need to include the tax identification numbers that firms are issued by the Internal Revenue Service (IRS) for use in the tax system.

Payment collection

When it comes to the collection of payments, this will rely on the method of collection that you choose.  Some commercial banks even have tools that enable you to update your invoices, while others, such as Novo, let its clients to produce and handle an unlimited amount of invoices for nothing using their mobile app.

Sample invoice

The following is an example of a completed sample invoice for a fictional company that needs to bill a fictional client.

Sample of a completed invoice document
Sample completed invoice

Is it mandatory to issue an invoice?

When compared to other nations, the standards governing invoicing are not enforced as strictly in the United States. Since it is not required to produce an invoice for business-to-consumer (B2C) transactions, a payment receipt can be the only document that needs to be sent by your company. On the other hand, you should send an invoice to a client (or consumer) who specifically requests that you do so.

If your company engages in business-to-business (B2B) transactions, or if it imports or exports commodities, you may be obligated to provide customers with invoices. You need to verify with the government of your state to find out the regulations for billing customers in your area.

The particular criteria may change from state to state, but it is more probable that they will be established by the contractual arrangements that are now in place between the parties involved than they would be by any particular legislative wording. In addition, it is strongly advised that you provide invoices if you sell things over the internet or to consumers located in a different country or region.

BBQ catering invoice alternatives

Making use of a pre-made template for an invoice is both useful and straightforward. However, since the data and client information are entered manually, mistakes are possible, and the danger of committing a mistake with either your customers’ details or your own company’s is clear.

If the newly established requirements for invoicing are not followed, previously compliant invoices may become problematic as a result of changes in the law. We strongly suggest that you use accounting software instead so that you can generate invoices that are consistent, dependable, and appear professional.

You’ll be able to generate trustworthy invoices for a few cents to dozens of dollars every month, and you’ll also have access to a wide variety of other tools that can help you save time, such as the following:

  • Customer management
  • Personalized estimates and bills are provided.
  • Suppliers management
  • Statement of the bank’s reconciliation
  • Tax calculation
  • Document storage
  • The publication of invoices using an automatic numbering system
  • The computerization of formerly manual administrative processes (Tax)
  • Continuity in regard to payments
  • Online bill payment


How do you write a catering invoice?

You and your client’s full names and addresses, the invoice date, the due date for payment, the invoice number, the invoice’s title, a detailed description of the goods or services sold, the number and cost of those goods or services, the date of delivery, and the overall sum due should all be included on a catering invoice.

How to send an invoice?

Invoices may be sent to customers using conventional mail, electronic mail, or automated accounting software. Do not wait for your customer to acquire email or an internet connection before sending an invoice.

What is an invoice number

Each bill you send out should have its own unique identification number, which is why you use invoice numbers. You may have your invoicing software produce this number for you, or you can construct a unique one by hand when sending the invoice.

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