Personal chef

Personal Chef Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A personal chef invoice needs the event date and guest count, a service fee priced per head or per menu, groceries passed through at cost as their own line, travel, any staffing or rentals, the deposit already received subtracted, and the balance due. Copy the template below, or use software that takes the deposit at booking and sends the balance the night of the dinner.

What belongs on the invoice

  • Business name and contact info
  • Client name, event date, and address
  • Guest count — the number the quote was based on
  • Menu or service tier
  • Line items — service fee, groceries at cost, travel, staffing, rentals
  • Deposit received and balance due
  • Cancellation terms

The template

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

Invoice #____        Date: __________
Bill To: [Client Name]          Phone: __________
Event Date: __________   Guests: ______
Location: ____________________________________
Menu: [tier / course count]

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Chef service — ___ guests @ $___         $______
Additional course(s)                     $______
Groceries (at cost, receipts on request) $______
Travel — ___ mi @ $___ / zone fee        $______
Serving staff — ___ hrs @ $___           $______
Rentals (plates / linens / glassware)    $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Deposit received                        -$______
Gratuity (optional)                      $______
Balance Due                              $______

Cancellation: deposit non-refundable within __ days of event.

A cancellation policy that only lives in the booking email is a policy you’ll end up arguing about. Put it on the invoice, the quote, and the confirmation — same sentence, three places.

The deposit line does double duty

Showing the deposit subtracted is good bookkeeping, and it also quietly reminds the client they’ve already committed. A balance is just easier to pay than a full price.

Skipping the copy-paste

Software with your per-head tiers and travel zones saved takes the deposit when they book and turns the same record into this invoice the night of the dinner.

Frequently asked questions

Should the guest count be on the invoice?

Yes, and the count the price was based on. Guest counts move, and 'quoted for 10, served 14' is a conversation that only goes your way if the original number is written down somewhere the client also saw.

How do I show groceries on the invoice?

One line at cost, with receipts available on request. Itemizing every shallot invites line-by-line arguing; a single honest pass-through line with backup does not.

Do I put gratuity on the invoice?

Offer it as an optional line, never a mandatory one, unless the booking agreement says otherwise for larger events. An optional tip line on a happy client's invoice gets taken far more often than most chefs expect.

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