Separates your planning fee from vendor costs, with event date, venue, and guest count recorded. Print it, fill it in by hand, or save it as a PDF — no sign-up required.
A blank, print-ready form with the event planning job fields already laid out. Use your browser's print dialog and choose "Save as PDF" to keep a digital copy.
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Subtotal | |
| Discount | |
| Tax | |
| Deposit received | |
| Balance due |
Filling this in for the same customers every month? Create a free account and your client details, business info, and event planning job fields save automatically for next time.
Every invoice needs the same commercial basics. What separates a event planning invoice is the job detail that proves what was done — the part generic templates leave out.
In ServiceInvoicing these become a reusable schema, so they appear on every new invoice automatically.
Event planners charge a flat planning fee, a percentage of the total event budget, an hourly rate for consultations, or a combination. Packages range from full planning to partial planning to day-of coordination. Vendor costs are either paid by the client directly or passed through by the planner, sometimes with a management fee, and travel, rush timelines, and extra coordinators are add-ons.
Planners usually take a deposit at signing, often a quarter to half of the fee, with installments as the event approaches and the balance due before the event date. Pass-through vendor deposits follow each vendor's own schedule.
Separate your fee from amounts paid to vendors so the client sees exactly what you earned.
Per-guest costs move with headcount. Record the guest count the invoice is based on.
Reference your contract's cancellation terms and the deposits already received.
Here is the same template filled in for a typical event planning job, so you can see how the line items and job fields work together.
A printed template is fine for a one-off. For repeat customers, a free account saves your business details, client addresses, and event planning job fields once — and tracks who has paid.
Paid plans from $9 a month add employee access and client reports; Professional adds contracts and a client portal.
Beyond the standard details — your business information, the client's details, a unique invoice number, dates, itemized lines, and the balance due — a event planning invoice should carry the job detail your customers and any inspector or adjuster expect: event name, event date, venue name, guest count, deposit received. Recording those on the invoice itself keeps the paperwork with the job.
Yes. Show the total fee, each deposit or installment paid with its date, and the balance remaining. Event clients pay in several installments, and a running balance prevents confusion as the date approaches.
List each vendor separately with the amount paid, and any management fee as its own line. Keep receipts — clients often ask for them on large events.
Event planning services are taxable in some states and exempt in others, and pass-through items such as rentals or catering carry their own tax treatment. Keep your fee separate from vendor costs.
Yes. Print the blank template or save it as a PDF from your browser with no sign-up. If you would rather stop filling forms in by hand, ServiceInvoicing's free plan covers 2 active clients and unlimited invoices with no credit card required.
Looking for software rather than a form? See how ServiceInvoicing works for event planners →
Build the same event planning invoice on screen. Free to start, no credit card required.
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