Mobile coffee cart

Coffee Cart Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A coffee cart invoice needs the event date, location, guest count, and service window, the package price it was quoted at, overtime at a stated per-half-hour rate, travel and generator lines, any branding or specialty drink upcharge, the deposit subtracted, and a PO number field for corporate clients. Copy the template below, or use software that turns the booked quote into this invoice.

What belongs on the invoice

  • Business name and contact info
  • Client name, company, and PO number if corporate
  • Event date, address, and service window
  • Guest count the package was priced for
  • Package line plus overtime, specialty drinks, branding
  • Travel and generator/power lines
  • Deposit received and balance due, with terms

The template

[Your Business Name]
[Phone] · [Email]

Invoice #____        Date: __________
Bill To: [Client / Company]
Contact: __________________   PO #: __________
Event Date: __________  Service Window: ____ to ____
Location: ____________________________________
Guests quoted: ______

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Coffee cart package — ___ guests         $______
Additional guests ___ @ $___             $______
Overtime — ___ half-hours @ $___         $______
Specialty drinks / alt milk upcharge     $______
Custom branded cups / sleeves            $______
Travel — ___ mi @ $___ / zone fee        $______
Generator / power supply                 $______
Staffing — additional barista            $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Deposit received                        -$______
Gratuity (optional)                      $______
Balance Due                              $______

Terms: [due on receipt / net 30]

Ask for the PO before the event, not after

A corporate invoice missing a PO number is an invoice nobody in AP can approve. Ask at booking, when the client’s still enthusiastic and responsive, rather than in week three of chasing a balance.

Two invoices, two tones

Same template, different delivery. A wedding client gets a payment link and pays in a minute. A corporate client gets net terms and a document that actually looks like one — try to make one behave like the other and the money just stalls.

Skipping the copy-paste

Software with your packages, travel zones, and overtime rate saved turns the booked quote into this invoice without retyping the event details.

Frequently asked questions

Why include a PO number field?

Because a corporate invoice without one can sit in a queue for weeks while someone tries to work out which budget it belongs to. Ask for the PO at booking and print it — it's the single fastest way to get paid by a large company.

How do I bill overtime the client asked for on the day?

At the rate quoted in the original package, added as its own line naming the extra time served. Agreed in advance and printed afterward, it's never a dispute; invented afterward, it always is.

Should the guest count be on the invoice?

Yes — the number the package was priced for. Headcounts grow between booking and event day, and the quoted count is what makes an overage line reasonable rather than opportunistic.

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