An event planner invoice lists your planning fee, decor and the vendors you are managing, with the total, the deposit and the balance due before the event. Use the free event planner invoice maker below. Change the sample items, add the client and download the PDF.
What to include on an Event Planner Invoice
- Your company name and contact details
- Client name and event date
- Planning fee separate from decor and vendor costs
- Each vendor service on its own line
- Deposit received and balance
- Payment due date, ideally before the event
Example: a filled Event Planner Invoice
The sample invoice shows a planning fee, decor for the hall and stage, ten ushers and sound with an MC. Separating your planning fee from vendor costs builds trust, because the client sees what goes to suppliers. Set the payment due date before the event day, so vendors are paid on time.
Common mistakes to avoid
- Planning fee hidden inside vendor prices. Show it on its own line.
- Balance due after the event. Set the due date before the event.
- No record of deposits. Enter the deposit so the balance is clear.
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Frequently asked questions
When should the balance be due?
Most planners ask for full payment before the event, so vendors can be paid.
Can I add vendor costs?
Yes, each as its own line.
Can I add VAT?
Only if you are registered for VAT. Choose it in the VAT box.
Can I record the deposit?
Yes. Use "Deposit already received".
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