Free Event Planner Invoice Template & Generator
Create event planning invoices for weddings, corporate events, and parties. Bill by percentage of budget, flat fee, or hourly.
From
To
Logo
Signature
Live Preview
Thank you for your business
What to include on a Event Planner invoice
Your invoice needs to break down costs by category because clients will have questions and their finance teams need specifics for their budgets. Show venue costs separately from catering, AV equipment, florals, entertainment, and staffing. Include the event date, location, and guest count since you might be juggling multiple events for the same client. Add any vendor names where you paid deposits on their behalf so they can track who got what.
Most event planners take a 25-50% deposit when the contract is signed, another payment 30 days before the event, and the final balance within two weeks after. Some do milestone billing tied to major vendor deposits. Net 30 is standard for corporate clients but don't agree to Net 60 unless you have to. Your cash flow depends on timing those payments right since you're often fronting vendor costs.
Always invoice for reimbursables the week after the event, not months later. Clients forget what they approved and you'll waste time explaining charges. Take photos of receipts immediately and attach them to your invoice. If something went over budget during the event, send a heads up email that same week before the final invoice arrives.
Frequently asked questions
How do event planners charge?
Event planners charge a flat fee ($2,000–$15,000), percentage of event budget (10–20%), or hourly ($50–$200). Day-of coordination is $800–$2,500. Corporate event management runs $3,000–$20,000+.
What should an event planning invoice include?
Include services rendered (planning, coordination, vendor management), hours worked, vendor payments managed, design and décor fees, and any travel or administrative expenses.
Should event planners charge deposits?
Yes. Collect a 30–50% non-refundable retainer to secure the date. Invoice the remainder in installments: at key milestones (venue booking, vendor confirmations) and final balance 2 weeks before the event.