Event planner invoice template

You make sure every detail is perfect, from the decor, to the food and beverage, to the entertainment. It takes a lot of work to pull off a successful event, so you probably don’t have time for burdensome administrative tasks, like invoicing. Get paid properly and promptly for your organizational skills and great client service by using one of our easy-to-use, fully customizable invoice templates in Word, Excel, PDF, Google Docs, and Google Sheets. Use the time you save on invoicing to create truly spectacular events for your clients!

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Choose the best invoice template for your event planning business

Event planning

You are a master at planning all the details for any size event – so you don’t need to be a master at invoicing too. Download, customize, and send this invoice to all your clients, whether it is for a wedding, awards celebration, or corporate event.

Event management

Clients depend on you to ensure their event runs smoothly and fulfills all their expectations. You can depend on this free invoice to ensure you get paid promptly and properly for your hard work and event management expertise.

Catering

You expertly and efficiently cater meetings, events, and celebrations for all your clients. Keep your catering business running just as efficiently by downloading this free invoice template to bill your clients.

Help cater for your clients' events? Download this free catering invoice template and customize it with the specific services you provided before sending it off to your clients. Keep your business running efficiently by ensuring you get paid in full and on time.

Floral services

Download, customize, and use this invoice for all your special event orders. From weddings, to birthdays, to seasonal celebrations – you can customize your invoices to cover the details for each customer.

Download, customize, and use this floral services invoice for all your special event orders. From weddings, to birthdays, to seasonal celebrations – you can customize your invoices to cover the details for each customer.

Photography

Don’t waste your energy on invoicing. Focus on capturing amazing images for your clients at wedding, retirement dinners, and other special events. This free template makes an impact by helping you get paid properly for your work.

Don’t waste your energy on invoicing. Focus on capturing amazing images for your clients at wedding, retirement dinners, and other special events. This free photography invoice template will help you get paid properly for your work.

Take the next step

You’ve made your life easier with a great invoice template. Now find out how much more Wave can do for you and your business by trying our 100% free invoicing and accounting software.

Alternatives to using event planning invoice templates

Make your event planning business a success by finding out more about what Wave can offer you. Save time and take work off your hands by trying our free automated invoicing and powerful accounting.

Why event planners should send professional invoices

As an event planner you are proud of your great organizational skills, as well as your ability to manage the tiny details while still being able to focus on the big picture. No event is ever the same, so no off-the-shelf invoice will do.

You need an invoice that is flexible enough to capture all the special requirements for each event, while still being clear and easy-to-understand for your customers.

You always deliver first class results, so your invoice should be as polished and professional as the great event planning services you provide. A good-looking, well-organized invoice will also add to your outstanding reputation.

How to fill out your event planner invoice

Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:

1. Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
2. Company Details: Add your company name, address, phone number, and logo to the top-right corner.
3. Customer Details: Under "Bill To", add your customer's name, address, and contact information.
4. Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
5. Dates: Include the date when your invoice has been issued and the date when payment is due.
6. Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
7. Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
8. Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
9. Total: Outline the total amount due from the customer, after tax.
10. Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).

What should be included on an invoice for an event planner?

You love organizing events of any size, and you work hard to ensure everyone has a great experience – so make sure your invoices work equally as hard for you.

• Look through our array of beautiful event planning invoice templates and pick the one in the color and style you like best
• Download the invoice template you have decided on in the format you want, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s absolutely free!
• Add on your event planning business name, address, phone number, and email address. If you offer services for certain types of special events – mention it here as well
• Insert your amazing event planning company logo, website address, and any graphics you use to brand your company
• Insert your customer’s name and up-to-date contact information
• Add on a unique invoice number
• Insert the date of the invoice, the date of the event, and the payment due date
• Include an itemized list of all the services you provided, along with descriptions and prices for each

• Include a list of any other charges to be billed to the client, such as materials and supplies, or travel arrangements for live entertainment. The template can be easily tailored to make sure you cover all the costs
• If you are including a discount for a regular customer or a corporate client, add a line highlighting the discount so your customers know they are receiving a great price for your outstanding event planning skills
• Calculate the total price, including all applicable taxes, and enter the total
• Include your payment terms, including your accepted methods of payment
• Add a personal note at the end to thank your customers for the business – especially if you’d like them to ask you to plan their next event
• Save a copy – and give a copy to your customer

Ready to send professional invoices?

When is the right time to send an invoice to your event planning customers?

Some event planners invoice at the end of an event, especially if it is a smaller event. But if it is a large event requiring a lot of preparation and planning, as well as hiring specialty staff and bringing in supplies, many event planners ask for a percentage of the cost up front, with the remainder when the event is finished.

Whatever payment time period you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.

Invoicing tips for event planners

Add your professional recommendations

Add lines to describe any other event planning services you think your customers might need, such as corporate workshops, or recognition events. You could also include a link to your event blog. By sharing professional recommendations you show your customers you understand their business and interests, and would like to continue working with them.

Include a payment due date