Invoice template for event vendors.
An event vendor invoice should show your details, the client's, an invoice number and date, a clear description of the service, the amount, any deposit already paid, the balance due, the due date and how to pay. Copy the layout below and send it as a PDF, message or payment link.
Updated
Copy this invoice.
INVOICE [Invoice number]. Invoice date: [Date]. Due date: [Date].
From: [Your business name], [Address], [Email], [Phone]. [Tax or business ID, if you use one.]
Bill to: [Client name], [Address or email].
FOR: [Event or job name] on [Event date] at [Venue or city].
LINE ITEMS. [Service or package]: [Amount]. [Add-on]: [Amount]. [Travel or setup]: [Amount]. [Other item]: [Amount].
TOTALS. Subtotal: [Amount]. [Tax, if applicable]: [Amount]. Total: [Amount]. Deposit received on [Date]: [Amount]. BALANCE DUE: [Amount].
HOW TO PAY. Pay online at [Payment link], or by [bank transfer / other method] to [Details]. Please include invoice number [Invoice number] with your payment.
TERMS. Payment is due by [Due date]. [Late payments may be charged [Late fee wording] / may mean the service is not performed.] Questions about this invoice? Reply to [Email]. Thank you for your business.
Deposit invoice, final invoice and records.
- Send a deposit invoice when the client books, and a final invoice for the balance. Show the deposit as already paid on the final one.
- Number your invoices in order and keep a copy of every one for your records and tax time.
- Describe each line in words the client recognizes, matching the quote or contract.
- Put the due date and the way to pay near the top, where the client will see it first.
- Check what your state requires on invoices and how to handle sales tax for your kind of work. A bookkeeper or the state tax office can confirm.
A polite reminder.
REMINDER. Subject: Invoice [Invoice number] due [Date]
Hi [Client first name], a friendly reminder that invoice [Invoice number] for [Event or job] is due on [Date]. The balance is [Amount], and you can pay here: [Payment link].
If you've already sent payment, thank you, and please ignore this message. If something doesn't look right, reply and I'll fix it. [Your name]
FINAL NOTICE. Hi [Client first name], invoice [Invoice number] for [Amount] is now past due. Please pay by [Final date] so I can [keep your date / deliver your order]. If there's a problem, call or reply today and we'll work something out. [Your name]
Invoice and get paid in the same place.
- Send quotes and invoices that clients pay online.
Common questions.
What should be on an invoice for a small business?
Your business details and the client's, an invoice number and date, a description of what was provided, the amounts, any deposit already paid, the balance due, the due date and how to pay.
How do I invoice for an event with a deposit?
Send a deposit invoice at booking and a final invoice for the balance. On the final one, list the full price, show the deposit as paid and put the remaining balance and the due date at the top.
When should I send an invoice to a client?
Send the deposit invoice as soon as the client books, and the final invoice ahead of the due date, so there is time to pay before the event. Match your contract's payment schedule.
Do I need to charge sales tax on an invoice?
It depends on your state and on what you sell. Check with your state tax office or a bookkeeper, then show tax as its own line if it applies.
What do I do if a client doesn't pay?
Send a polite reminder first, then a clear final notice with a date, and follow the late payment terms in your contract. Keep every message in writing.
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