Example event planning invoice
Here is what a typical event planning invoice built with this template looks like. It bills 4 line items, from “Event planning fee – corporate gala” to “Vendor management fee”, for a subtotal of $7,800.00 before tax. Swap in your own rates; the amounts recalculate automatically.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Event planning fee – corporate gala | 1 | $4,500.00 | $4,500.00 |
| Day-of coordination (hours) | 10 | $85.00 | $850.00 |
| Décor rentals (pass-through) | 1 | $1,850.00 | $1,850.00 |
| Vendor management fee (10%) | 1 | $600.00 | $600.00 |
| Subtotal | $7,800.00 | ||
Suggested note for the client: Event date: ___. 50% deposit received. Final balance due 14 days before the event.
What to include on a event planning invoice
- Event name, date and venue
- Planning fee and what it includes
- Vendor costs passed through
- Coordination hours and staff
- Deposits received and balance due
- Cancellation policy
Event Planning invoicing tips
- Collect a non-refundable deposit to secure the date.
- Bill the balance before the event.
- Show vendor costs separately from your fee.
- Include a cancellation clause with deadlines.
How to use this template
- Replace the sample line items with the work you actually did. The example items show typical event planning charges and rates – adjust them to your prices.
- Add your business and client details, set the invoice number and due date, and add tax if you are registered to collect it.
- Download the PDF and email it to your client. Your edits are saved in this browser, so next month you only need to change the dates and items.
Need to quote the job first? Use the quote generator. Getting paid late? Work out interest with the late fee calculator, or browse all 50 invoice templates.
Frequently asked questions
How do event planners charge?
Flat fees, percentage of total event budget (often 10–20%), hourly rates, or a combination.
When should the final payment be due?
Typically 7–30 days before the event so vendors can be paid in time.
Is this event planning invoice template free?
Yes. Edit every field, download as many PDFs as you like and print them. There is no sign-up, no watermark and nothing is uploaded to our servers.
How do I save the invoice as a PDF?
Click "Download PDF / Print" and choose "Save as PDF" as the destination in the print dialog. It works on desktop and mobile browsers.