Free invoice template
Free event planning invoice template
Event planners handle two kinds of money: their own fee and the vendor costs they pass through. A clean invoice keeps the two apart, shows the deposits that were already paid and makes it obvious what is due before the event. The template below bills a wedding planning package with the planner's fee, coordination, and a few vendor items.
Edit the lines for your own event and save the PDF from this page. No account, no upload. Working with a caterer or DJ? See the catering and DJ templates.
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Invoice total:
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What goes on it
What to put on an invoice for event planners
- The event name, date, venue and number of guests
- Your planning or management fee, as a package price or a percentage of the budget
- Day-of coordination: hours, team size and rate
- Pass-through vendor costs, labeled at cost or with your agreed markup
- Deposits and instalments already received, shown as credits
- Contract terms for cancellation or postponement, in one sentence
- The balance due, the due date relative to the event, and how to pay
How you bill
How event planners bill
Planners price in three common ways: a flat package fee, an hourly rate, or a percentage of the total event budget, typically 10 to 20 percent. Flat fees suit weddings and corporate events with a known scope. Day-of coordination is sold as a smaller package or by the hour. Vendor costs are either paid directly by the client or passed through you, in which case keep them on separate lines.
The payment schedule is usually: a retainer at signing, one or two instalments as the date approaches, and a final payment before the event so nothing hangs over the day itself. Each invoice should list what has already been paid. A signed estimate at the start fixes the package and the dates.
Get paid faster
Tips to get paid faster
- Keep your fee and pass-through vendor costs on separate lines. It shows exactly what you are paid for.
- Collect the final payment well before the event, not after. After the day, the urgency is gone.
- List every deposit already received as a negative line, so the balance due is easy to see.
- Pass vendor costs on at cost and keep receipts. If you add a markup, agree it in the contract.
- Remind clients of upcoming instalments with a reminder a few days before each due date.
Watch out
Common invoice mistakes
- Paying vendors from your own funds before the client has paid you
- Mixing your fee with vendor costs in one line, so the client wonders what they are paying you for
- Not stating postponement and cancellation terms, which is when most disputes arise
Save, send and get paid
Save, send and get paid with Jiffy.
This generator makes one PDF. The Jiffy app keeps every invoice, sends it for you and helps you get paid. Start on Free: 3 invoices a month, no end date.
A payment link on every invoice
Your client opens the invoice and pays by card or Apple Pay on Pro and Ultra, straight to your own Stripe account. On Free they pay by bank transfer with your details. Online payments
Reminders that chase for you
Send a reminder with one tap on every plan. Pro and Ultra add an automatic schedule that stops the moment the invoice is paid. Payment reminders
Estimates your client signs
Send an estimate, let your client sign it on their phone, then turn it into an invoice with one tap. Included in Free. Estimates
Invoice by voice on Ultra
Say the client, the work and the price. Jiffy writes the invoice and sends it when you tap. Voice invoicing
Other trades
Templates for other trades
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FAQ
Questions
What should an event planning invoice include?
Your details, the client, the event date and venue, your planning fee, coordination hours, pass-through vendor costs, deposits received, the balance due, the due date and payment method.
How do event planners charge?
Usually a flat package, an hourly rate or a percentage of the event budget. Vendor costs are passed through at cost or at an agreed markup.
How do I show deposits already paid?
Add a line with a negative amount, such as "Deposit already paid", so the total shows what is still due.
Is this event planning invoice template free?
Yes. Fill it in online and save the PDF. No account is needed.
Not here? Email us: [email protected]
Whatever you do, get paid for it.
Start free with 3 invoices a month, quotes and e-signatures. Free has no end date.