Free event planner invoice and estimate templatesEvery detail planned. Every payment clear.

The event date, venue and guest count, your planning fee and day-of management as separate lines, any vendor payments you made on the client's behalf, and rentals. Show the booking deposit as a credit and print the date the balance is due, which should fall before the event rather than after it.

It depends on the guest count, how many vendors you manage, the lead time, travel to the venue, and whether you charge a flat fee, by the hour or as a share of the event budget. A wedding or multi-day corporate event takes far more hours than a single evening party. The generator opens this line at $1,500 so the page is not blank; enter your own fee.

As their own lines at cost, with your coordination fee separate. Folding vendor payments into your fee makes your fee look far larger than it is and leaves the client nothing to check against each vendor's invoice. If you add a handling charge, show it as a markup line rather than hiding it inside the vendor cost.

Take a deposit when the contract is signed, because holding the date means turning other clients away. Many planners then set one or more interim payments and make the balance due a set number of days before the event, so vendors can be paid on time. Put each payment on its own line with its own due date.

Your leverage sits before the date, not after it. Your contract should say what happens if the balance is not received by the due date, such as releasing vendors or treating the booking as cancelled under the cancellation terms. Send a reminder quoting the due date and that clause, and avoid paying vendor balances from your own pocket to cover the gap.

It depends on your state. Planning fees are a service and are untaxed in many states, while rentals, decor you supply and food are often taxable, and a mandatory service charge can be taxed when it is billed alongside catering. Setting tax per line lets each part of the event carry its own treatment. Check your state before sending the first invoice.

Yes, if your contract sets an end time. Write the hours included in on-the-day management and an hourly rate for each hour past it, for you and for each assistant. On the invoice, add overtime as its own line with the actual finish time, so the client can match it to the night they remember.

Yes. Once the client approves the estimate, open the same lines as an invoice and bill the deposit, for example 30% of the total, with the balance and its due date shown underneath. The final invoice credits the deposit so only the balance is due.

Put each vendor on its own line, such as the venue, catering, florals and rentals, at the amount you agreed or paid. Keep your planning and coordination fee as a separate line, so the client can see which part is your work and which part passes through to vendors.

Yes. Add your own payment link, such as a Stripe, PayPal, Venmo or Cash App link, and a QR code to the deposit invoice. It opens your payment page and the client pays you directly; InvoiceTools does not process or hold the money.

Yes. When the balance is paid, make a receipt that lists the event total, the deposit and the final payment, with a balance of zero. The receipt maker and the receipt templates both open with event planning lines.