Concession Trailer Invoice Template (Free)

What belongs on the invoice

• Business name, contact info, and tax ID
• Client / organization name and PO number
• Event date, address, and service window
• Booking type — buyout or per guest, at the quoted number
• Travel, generator, and staffing lines
• Permit or health fee passed through at cost
• Deposit received, balance due, and terms

The template

[Your Business Name] · Tax ID ________
[Phone] · [Email]

Invoice #____        Date: __________
Bill To: [Organization]
Contact: __________________   PO #: __________
Event Date: __________  Service Window: ____ to ____
Location: ____________________________________

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Buyout — ___ hr service window           $______
   OR
Per guest — ___ guests @ $___            $______
Additional guests ___ @ $___             $______
Overtime — ___ half-hours @ $___         $______
Additional staff — ___ @ $___            $______
Travel — ___ mi @ $___ / zone fee        $______
Generator / power                        $______
Permit / health fee (at cost)            $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Deposit received                        -$______
Balance Due                              $______

Terms: [due on receipt / net 30] · W-9 on file: [y/n]
Weather policy: [reschedule window / deposit terms]

Print the weather policy on the invoice too

The forecast will turn on you eventually. A reschedule window and deposit terms that appear on the quote, the confirmation, and the invoice are terms nobody argues with — the same sentence introduced the morning of a storm turns into a fight.

Name the permit authority

“Permit fee — $85” reads like a markup. “County health temporary food permit — $85, at cost” reads like a receipt. Same number, completely different conversation.

Skipping the copy-paste

Software with your buyout tiers, travel zones, and permit line saved turns the deposit-held booking into this invoice the day after the event.