Catering Invoicing Software for a Small Caterer (2026)
For a small catering business, ShowTheReceipts ($15/mo) prices the event the way it's actually sold — per head by menu tier, with staffing, rentals, and service charge as separate lines — then holds the date with a deposit and collects the balance on a final headcount before event day.
How we picked
Entry-plan prices as published in 2026, checked against each vendor's own pricing page. Tools were judged on the small caterer's real workflow — per-head pricing with staffing and rentals, deposits, and a final-headcount balance before the event — not on kitchen inventory or food-cost management.
| Software | Starting price | Best for |
|---|---|---|
| ShowTheReceipts That's us | $15/mo | Small caterers: per-head menu tiers, staffing and rentals itemized, deposit + final headcount balance |
| Agiled | Free / $8/mo | Free-tier invoicing for a brand-new catering side business |
| HoneyBook | $29/mo | Event-vendor CRM with proposals and signatures |
| Check Cherry | $39/mo | Per-guest booking pages for event vendors |
| Planning Pod | $74/mo | Full event management with floor plans and BEOs |
The small caterer’s real workflow
Every catering quote is a headcount times a menu tier, plus everything that isn’t food. Staff hours, rentals, service charge, delivery — the lines that get folded into the per-head price and quietly destroy the margin.
Skip restaurant-scale platforms. BEOs and floor plans are worth it to a venue, not to a caterer running a dozen events a season.
1. ShowTheReceipts — $15/mo
Per-head menu tiers with staffing and rentals as their own lines, a deposit that holds the date, and a balance keyed to the final headcount.
2. Agiled — Free / $8/mo
Free-tier invoicing to get started.
3. HoneyBook — $29/mo
Proposals and signatures for the event market.
4. Check Cherry — $39/mo
Per-guest booking pages with add-ons.
5. Planning Pod — $74/mo
Full event management for venues and large operations.
Pricing the menu
Frequently asked questions
What does a small caterer need from invoicing software?
Per-head pricing by menu tier, staffing and rental lines that don't get buried in the food number, a deposit that holds the date, and a final invoice that adjusts to the confirmed headcount. Food costing is a kitchen problem, not a billing one.
What do I get with ShowTheReceipts for $15/month?
Quoting, invoicing, deposits, card payment, and one tax-ready ledger. Automated payment reminders and recurring invoicing are Pro-plan features at $39/month.
How do I handle a headcount that changes?
Quote per head against a guaranteed minimum, set a date when the final count locks, and adjust the balance invoice to the confirmed number. The deposit stays fixed so a shrinking guest list can't erase your commitment costs.