Invoice templates / Event planner invoice template

Event planner invoice template

You make sure every detail is perfect, from the decor, to the food and beverage, to the entertainment. It takes a lot of work to pull off a successful event, so you probably don’t have time for burdensome administrative tasks, like invoicing. Get paid properly and promptly for your organizational skills and great client service by using one of our easy-to-use, fully customizable invoice templates in Word, Excel, PDF, Google Docs, and Google Sheets. Use the time you save on invoicing to create truly spectacular events for your clients!

Choose the best invoice template for your event planning business

Event planning

You are a master at planning all the details for any size event – so you don’t need to be a master at invoicing too. Download, customize, and send this invoice to all your clients, whether it is for a wedding, awards celebration, or corporate event.
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Event management

Clients depend on you to ensure their event runs smoothly and fulfills all their expectations. You can depend on this free invoice to ensure you get paid promptly and properly for your hard work and event management expertise.
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Catering

You expertly and efficiently cater meetings, events, and celebrations for all your clients. Keep your catering business running just as efficiently by downloading this free invoice template to bill your clients.
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Floral services

Download, customize, and use this invoice for all your special event orders. From weddings, to birthdays, to seasonal celebrations – you can customize your invoices to cover the details for each customer.
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Photography

Don’t waste your energy on invoicing. Focus on capturing amazing images for your clients at wedding, retirement dinners, and other special events. This free template makes an impact by helping you get paid properly for your work.
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Alternatives to using event planning invoice templates

Make your event planning business a success by finding out more about what Wave can offer you. Save time and take work off your hands by trying our free automated invoicing and powerful accounting.

Why event planners should send professional invoices

As an event planner you are proud of your great organizational skills, as well as your ability to manage the tiny details while still being able to focus on the big picture. No event is ever the same, so no off-the-shelf invoice will do.

You need an invoice that is flexible enough to capture all the special requirements for each event, while still being clear and easy-to-understand for your customers.

You always deliver first class results, so your invoice should be as polished and professional as the great event planning services you provide. A good-looking, well-organized invoice will also add to your outstanding reputation.

What should be included on an invoice for an event planner?

You love organizing events of any size, and you work hard to ensure everyone has a great experience – so make sure your invoices work equally as hard for you.

  • Look through our array of beautiful event planning invoice templates and pick the one in the color and style you like best
  • Download the invoice template you have decided on in the format you want, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s absolutely free!
  • Add on your event planning business name, address, phone number, and email address. If you offer services for certain types of special events – mention it here as well
  • Insert your amazing event planning company logo, website address, and any graphics you use to brand your company
  • Insert your customer’s name and up-to-date contact information
  • Add on a unique invoice number
  • Insert the date of the invoice, the date of the event, and the payment due date
  • Include an itemized list of all the services you provided, along with descriptions and prices for each
  • Include a list of any other charges to be billed to the client, such as materials and supplies, or travel arrangements for live entertainment. The template can be easily tailored to make sure you cover all the costs
  • If you are including a discount for a regular customer or a corporate client, add a line highlighting the discount so your customers know they are receiving a great price for your outstanding event planning skills
  • Calculate the total price, including all applicable taxes, and enter the total
  • Include your payment terms, including your accepted methods of payment
  • Add a personal note at the end to thank your customers for the business – especially if you’d like them to ask you to plan their next event
  • Save a copy – and give a copy to your customer

Ready to send out professional invoices?

When is the right time to send an invoice to your event planning customers?

Some event planners invoice at the end of an event, especially if it is a smaller event. But if it is a large event requiring a lot of preparation and planning, as well as hiring specialty staff and bringing in supplies, many event planners ask for a percentage of the cost up front, with the remainder when the event is finished.

Whatever payment time period you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.

Invoicing tips for event planners

You create the most awesome events and ensure they run like well-oiled machines. Now make sure you are paid promptly and properly for your event planning expertise and attention to detail with an invoice that makes sure you are compensated for your hard work.

Add your professional recommendations

Add lines to describe any other event planning services you think your customers might need, such as corporate workshops, or recognition events. You could also include a link to your event blog. By sharing professional recommendations you show your customers you understand their business and interests, and would like to continue working with them.

Include a payment due date

A payment due date can really help you get paid promptly for your amazing event planning services. Having an established system in place also reinforces your professionalism.

Accept a variety of payment methods

Let your customers pay in a way that is most convenient for them. They will appreciate the convenience of using an e-Transfer or direct bank deposit to pay for your event planning services, and you will get paid right away! It’s also another way you can add to the great customer experience you provide to all your clients.

Make sure you have the correct contact person

Eliminate delays in payment by making sure you send your invoice to the correct person when you are providing event planning services to large companies or organizations. Your event or meeting contact person might not be the right person to receive invoices or issue payment.

Free Invoice Template vs. Wave Invoicing Software

Make your event planning business a success by finding out more about what Wave can offer you. Save time and take work off your hands by trying our free automated invoicing and powerful accounting.

Wave
Free Invoice Template
Pricing
Wave
$0/month, free forever
Free Invoice Template
Free
Send unlimited invoices and see when clients open them
Wave
Free Invoice Template
Invoice anytime & accept payments online
Wave
Free Invoice Template
Send automated late payment reminders
Wave
Free Invoice Template
Your customers automatically get a receipt when they make a payment
Wave
Free Invoice Template
Track sales and sales taxes for accounting
Wave
Free Invoice Template
Add business partners or accountants as collaborators
Wave
Free Invoice Template
Connect your bank account easily
Wave
Free Invoice Template
Account-approved reporting for year-end
Wave
Free Invoice Template