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.
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Amount already received from client
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How does an event planner invoice a client?
Event planning invoices show the planning fee, then list coordination, vendor sourcing, and any day-of staffing separately. Note whether the fee is flat, hourly, or a percentage of the event budget. Keeping your fee apart from pass-through vendor costs keeps the bill transparent for weddings and corporate events.
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 do not agree to Net 60 unless you have to. Your cash flow depends on timing those payments right since you are often fronting vendor costs.
Always invoice for reimbursables the week after the event, not months later. Clients forget what they approved and you will 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.
Typical line items
- Full event planning (flat or percentage fee)
- Day-of coordination (per hour)
- Vendor sourcing and contract negotiation
- Venue research and site visits
- Timeline and run-of-show preparation
- On-site staffing (per assistant)
- Pass-through vendor costs
- Booking deposit
How the work is charged
Planners charge a flat package fee, an hourly rate, or a percentage of the total event budget depending on the engagement. Day-of coordination is often a separate fixed price, and vendor costs are passed through.
Payment terms and deposits
A deposit commonly reserves the date, with the balance due in stages or before the event. Vendor payments are often collected ahead of the day, so state your schedule and cancellation terms clearly.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Planning fees and pass-through costs may be taxed differently, so confirm what applies to you.
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.
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