Event Planner invoice template
Event Planner invoice template is for event planners and coordinators billing for planning fees, vendor coordination, and day-of services. It should break out planning fee (hourly, flat, or % of budget), vendor costs passed through, and any markup or commission (e.g. 10–15%). Typical structure: 25–50% deposit to secure the date, remainder due within two weeks of the event; include event details and payment terms.
Event Planner invoice template Sample
Event Planner invoice template
123 Business Street, City, Country
Phone: (123) 456-7890
Email: contact@company.com
Event Planner invoice template
Bill To:
Client Name
Client Address
Client City, Country
Phone: (987) 654-3210
Email: client@example.com
Invoice #: 12345
Date: 2024-10-10
Due Date: 2024-11-10
| Item | Description | Qty | Price | Total |
|---|---|---|---|---|
| Planning fee | Event coordination – 20% | 1 | $800.00 | $800.00 |
| Vendor coordination | Caterer and venue liaison | 1 | $350.00 | $350.00 |
| Subtotal | $1150.00 | |||
| Tax (10%) | $115.00 | |||
| Total Due | $1265.00 | |||
An invoice should include your business or name, the customer’s details, the date and invoice number, and a line-by-line breakdown of what was provided. Including payment terms—such as due on receipt, Net 15, or Net 30—helps you get paid on time and keeps records clear for taxes.
Supporting resources
| Resource | Type | Description |
|---|---|---|
| Pricing models | Benchmark | Hourly $25–$100+; flat fee + 10–15% vendor commission; 15–20% of event budget; day-of coordination separate. |
| Deposit and final payment | Checklist | Deposit 25–50% to secure date; balance due within two weeks of event. Specify in contract and on invoice. |
| Invoice best practices | Industry guide | Event details (date, location, guest count), itemized services and vendor costs, unique invoice number, payment terms. |
| Event planner rates (Timely) | Benchmark | How to set rates and packages for event planning. |
Frequently Asked Questions
- How do event planners typically charge?
- Flat fee, hourly ($25–$100+), percentage of budget (15–20%), or flat fee plus vendor commission (10–15%). Day-of coordination is often priced separately.
- What should an event planner invoice show?
- Event date, location, guest count; itemized planning fee and vendor costs; deposit received; balance due; payment due date and methods.
- When is the final payment due?
- Commonly within two weeks of the event; contract and invoice should state the exact due date and any late fees.