Free Event Planner Invoice Template
Bill clients with confidence for every event
Create professional invoices for weddings, corporate functions, and private celebrations. This wedding planner invoice template works for all event types, helping you track coordination fees, vendor payments, and timeline management. Download free in Excel, PDF, or Word.
Event Coordination
Bill for planning hours, consultations, and event day management with clear breakdowns.
Vendor Management
Track vendor coordination, payments you handle, and commission structures.
Flexible Billing
Charge flat fees, hourly rates, or percentage-based pricing for any event size.
Download Your Free Event Planner Invoice Template
Bill clients for coordination fees, vendor management, and day-of services. Perfect for wedding planners, corporate event coordinators, and party planners who need professional invoicing.
Excel Template
Auto-calculate planning fees and vendor costs
- Built-in formulas
- Package calculations
- Deposit tracking
PDF Template
Polished format for client presentations
- Professional layout
- Ready to send
- Print-friendly
Word Template
Easy editing for custom event packages
- Flexible content
- Add your branding
- Custom line items
Trusted by event professionals worldwide • Track events & clients • Free forever
What to Include on an Event Planning Invoice
Every event planning invoice should contain these elements for clear communication and timely payment.
Business Information
- Company name and logo
- Contact details
- Business address
- License number if applicable
Client Details
- Client full name
- Billing address
- Phone and email
- Event contact person
Event Information
- Event date and venue
- Event type
- Guest count
- Timeline details
Services Provided
- Planning package type
- Coordination hours
- Vendor management
- Day-of services
Pricing Details
- Service fees breakdown
- Vendor payments handled
- Travel expenses
- Subtotal, taxes, and total
Payment Terms
- Payment methods accepted
- Deposit received
- Balance due date
- Late fee policy
Pro Tip
Always include a detailed breakdown of services provided. Clients appreciate transparency, and it helps prevent disputes about what was included in your fee.
Everything Event Planners Need to Invoice Clients
Comprehensive features designed for event professionals who want to get paid properly
Package-Based Billing
Invoice for full-service planning, partial planning, or day-of coordination. Use this event planning invoice templates for any service tier.
Vendor Payment Tracking
Document payments you handle on behalf of clients. Keep vendor costs separate from your planning fees for complete transparency.
Timeline Management
Bill for timeline creation, rehearsal coordination, and event day management. Track hours spent on each phase of planning.
Event Décor Tracking
Use this event décor invoice template section to itemize decorations, rentals, and styling services you coordinate.
How to Create an Invoice for an Event
Follow these steps to create a professional event invoice format in minutes.
Choose Your Format
Download Excel for calculations, PDF for sending, or Word for easy editing.
Add Your Business Details
Enter your company name, contact info, and branding. Save as your master template.
Enter Event Information
Add client name, event date, venue, and a unique invoice number.
List All Services
Break down planning fees, coordination hours, vendor management, and any expenses.
Send and Track
Set payment terms, note deposits received, and send the invoice promptly.
Want to skip these steps entirely?
With Invoice Mama, your business details are saved once and auto-filled on every invoice. Create invoices in under 2 minutes.
Try Invoice Mama FreeEvent Planning Services to Include on Your Invoice
Common services and charges for event planners. Use these examples to ensure complete billing.
Best Practices for Event Planning Invoicing
Proven strategies to get paid on time and build a thriving event planning business.
Collect Deposits Upfront
Require 30-50% deposit at booking. This secures your calendar and shows client commitment.
Invoice Before the Event
Send final invoices 2-4 weeks before the event date. Never wait until after the celebration ends.
Itemize Everything
List each service separately. Clients understand the value when they see the breakdown.
Document Vendor Payments
Keep client payments for vendors separate from your fees. This prevents confusion.
Set Clear Payment Terms
Specify due dates and late fees upfront. Professional terms lead to faster payments.
Why Event Planners Choose Invoice Mama
Move beyond templates and transform your invoicing workflow
Invoice in Minutes
Create professional invoices quickly. Focus on planning, not paperwork.
Get Paid Faster
Accept online payments directly. Get paid same day instead of waiting for checks.
Track All Events
See paid, pending, and overdue invoices at a glance. Never lose track of client payments.
Look Professional
Branded invoices match the quality of your events and justify premium pricing.
Mobile Friendly
Create invoices from your phone while on-site at venues or meeting clients.
Start Free
Start free, upgrade when ready. Affordable plans for unlimited invoices.
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No credit card required • 5 invoices & estimates per month for free
Templates are great. Automation is better.
Stop filling out the same information over and over. Invoice Mama remembers your details, tracks your clients, and automates the boring stuff so you can focus on your work.
Save 5+ hours every month on invoicing tasks.
What you get with Invoice Mama:
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Frequently Asked Questions
Everything you need to know about event planning invoices
Still have questions?
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