# 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](https://jiffy-invoice.com/invoice-template/catering) and [DJ](https://jiffy-invoice.com/invoice-template/dj) templates. ## Fill it in and save as PDF The lines are examples for event planners. Change anything, add your details and download the PDF. Nothing you type leaves this browser. - Fete & Finch Events - Amelia Rhodes and Daniel Cho - Wedding planning, 120 guests, September 14 | Description | Qty | Price | Amount | | --- | --- | --- | --- | | Full planning package: design, timeline, vendor management | 1 | $4,200.00 | $4,200.00 | | Day-of coordination (lead and assistant, hours) | 12 | $90.00 | $1,080.00 | | Venue site visits and vendor meetings (hours) | 6 | $75.00 | $450.00 | | Floral decor purchased on behalf of client (at cost) | 1 | $1,650.00 | $1,650.00 | | Rental items: arch, lounge furniture (at cost) | 1 | $780.00 | $780.00 | | Deposit already paid | 1 | -$2,000.00 | -$2,000.00 | Vendor costs are passed through at cost with receipts. Final vendor payments are due one week before the event. Balance due 7 days before the event date. ## 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 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](https://jiffy-invoice.com/estimate-app) at the start fixes the package and the dates. ## Tips to get paid faster 1. Keep your fee and pass-through vendor costs on separate lines. It shows exactly what you are paid for. 2. Collect the final payment well before the event, not after. After the day, the urgency is gone. 3. List every deposit already received as a negative line, so the balance due is easy to see. 4. Pass vendor costs on at cost and keep receipts. If you add a markup, agree it in the contract. 5. Remind clients of upcoming instalments with a [reminder](https://jiffy-invoice.com/features/payment-reminders) a few days before each due date. ## 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 ## 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. ## Templates for other trades - [caterers](https://jiffy-invoice.com/invoice-template/catering) - [DJs](https://jiffy-invoice.com/invoice-template/dj) - [photographers](https://jiffy-invoice.com/invoice-template/photography) - [videographers](https://jiffy-invoice.com/invoice-template/videography) [Invoice templates by trade](https://jiffy-invoice.com/invoice-template) Source: https://jiffy-invoice.com/invoice-template/event-planning