Event Planner Invoice: How To Create It in 6 Simple Steps

An event planner invoice summarizes all of the services provided by individuals specializing in organizing, managing, and coordinating events. It also contains the event planner’s rates for the services they have completed and is used to request payment from their clients.

Learning how to create an event planner invoice proves useful if you regularly cater to multiple clients and organize a variety of events. To help you organize this part of your business, we made this guide that will show you how an efficient billing procedure for event management works.

Key Takeaways

• An event planner invoice helps event planners track and charge payments in a timely and organized manner.
• A typical invoice for event planning services contains an event organizer’s or event planner’s business and client details, the services provided, rates, applicable taxes, and the total amount owed by the client.
• It is essential for event planners to specify their payment terms before working on an event or client request to protect the business from non-payments and possible disputes.

What Is an Event Planner Invoice?

An event planner invoice is a financial document that summarizes the services provided by an event organizer to a client. The invoice also contains an event planner’s hourly rates or flat fees, payment terms, and the due date for the client to send their payment.

Depending on the type of events organized, this document may also be known as a ‘party planner invoice’ or ‘wedding planner invoice.’

Without an event planner invoice, it can be challenging to keep track of every client you cater to and verify whether they have already made their payment or not. This document serves as proof that you fulfilled your client’s request based on what you have agreed upon and helps you with recordkeeping.

How to Draft an Event Planner Invoice in 6 Easy Steps

The steps in drafting an event planner invoice are simple and easy to follow, and we’ve explained each of these below:

#1. Add Your Business Details

The first step in creating an event planner invoice involves adding your business details, which include your business name, address, and contact information. You can use your legal name as your business name, particularly if you want to add a personal touch to your services.

As for your address and contact information, you must ensure that the said details are up-to-date and inputted correctly. Otherwise, your client might end up reaching out to the wrong email or phone number.

#2. Add Your Client’s Details

Once you’ve listed your business information, you must also include your client’s name, address, and contact details. Doing so helps guarantee that your event planner invoice is sent to the correct address or recipient.

If possible, confirm your client’s personal details with them first to avoid any mistakes or unnecessary mix-ups once it’s time to collect the payment.

#3. Create a Unique Invoice Number

Creating a unique invoice number for each of your event planner invoices helps you sort them more easily per date, client, or payment status.

Invoice numbers also make it easier for you to update your accounting records and backtrack any late or outstanding payments.

To create an invoice number, you can use your client’s name and assign a number for every invoice issued to them. For instance, if you organized two separate events for a client, then you can simply label each event planner invoice as [CLIENT NAME_001], [CLIENT NAME_002], and so on.

If you prefer a more specific way to assign a distinct invoice number to each event or client, consider adding the date when you issued the invoice.

Let’s say you organized a fundraising event for a nonprofit organization and issued the invoice on the 15th of September 2024 to the president of the organization, Mrs. Jones.

Using the example, you can generate an invoice number with either of the following arrangements:

• 20240915_Jones
• JONES-20240915-001
• 20240915-0001

#4. Specify Your Payment Terms

It is crucial to specify your invoice payment terms because they include your conditions and reasons for charging clients at your preferred rates. Your payment terms should contain your rates and preferred payment method.

Discussing your payment terms is an essential part of building trust with your client and asserting the reasoning behind your rates and additional fees.

For instance, if you have earned relevant certifications such as the Certified Professional in Catering Events (CPCE) or a Certified Special Events Professional (CSEP), then you can charge higher rates from your clients.

You may also base your event planning fees on your current skill set or years of expertise in the industry. In the same manner, having a detailed list of all the services you can offer enables you to explain and negotiate your rates with prospective clients more easily.

When it comes to your preferred payment methods, specify whether you accept cash, bank checks, wire transfers, or payments sent through mobile apps.

If you charge a down payment before commencing your services, you must specify your required upfront rates. At the same time, you must create a separate down payment invoice to keep your records updated and avoid double-charging your client.

Finally, it is also ideal to establish a late fee invoice policy for your trade and discuss it with your clients. Doing so helps underscore their share of responsibilities in completing their end of the transaction.

#5. List Your Services

Your invoice must list all of the services you’ve provided, along with the corresponding rates for each. Also, if you had to cover out-of-pocket expenses and additional fees while overseeing the event, you should include these extra costs in your invoice, too.

Don’t forget to be as specific and detailed as possible to avoid confusion on the part of your clientele.

#6. Calculate the Total Amount

After listing all the different services you’ve rendered for your client, your next task in completing your event planner invoice is to calculate the total amount your client owes to you.

Remember to include any applicable state and service taxes based on your location. Since sales tax rates and regulations may vary per state, it is best to consult with local authorities to ensure you impose the correct tax amounts.

Some states, such as California and New York, each have specific taxation guidelines for event planners and other types of vendors and businesses.

If you offer discounts to your clients, make sure the bargained rates also reflect on your invoice’s net amount.

4 Top Tips for Creating an Event Planner Invoice

The four top tips in creating an event planner invoice described below focus on the simple and practical steps you can take to ensure a seamless process when requesting client payments.

Let’s take a closer look at each of these:

#1. Include Special Instructions

The special instructions in your event planner invoice refer to any payment methods or arrangements that you and your client may have agreed on at the start of the transaction.

You can include these instructions in your payment terms or add a special note at the end of your invoice to remind your client of them.

Better yet, check out other event planner invoice samples online to see how you can convey any special instructions or conditions you may have in a concise and organized manner.

#2. Proofread the Document

Before sending your event planner invoice, make it a habit to proofread the details in your document first. In this manner, you can fix any typos in your business or client information and recalculate the rates and net amount specified in your invoice.

Aside from the nitty-gritty details of your invoice, another crucial detail to keep an eye on is the formatting. You can search for professional event planner invoice examples online, find a template that you like, and polish your invoice as needed.

#3. Use Online Tools

If you don’t have time to create the document or edit an invoice template from scratch, consider using our online invoice generator!

Our selection of different invoice templates and layouts is easily customizable to suit your preferences. Additionally, in case you’re having trouble handling all the invoicing math for multiple clients, the generator comes with a built-in calculator. Having all this, you can easily create as many event planner invoices as you need while saving time, energy, and resources.

#4. Send the Invoice Promptly

Whether you charge upfront payments from your clients before the event or request the payment in full after completing your services, issuing the invoice promptly is vital.

The later you send your invoice, the longer it will take for you to receive compensation for your hard work.

Also, you may end up encountering unforeseen errors depending on your preferred mode of payment. For instance, your client’s payment may be on hold due to a bank holiday, or the mobile payment app you suggested happened to undergo technical maintenance.

Sending your invoice promptly gives you time to amend any mistakes in it and prevent potential disputes with your customer.

Final Thoughts

At first glance, creating an event planner invoice may seem like quite a simple responsibility to fulfill. However, the process gradually becomes more daunting and complicated as you gain more clients and cater to a variety of event requests.

By having a clear and complete invoicing to-do list, you can maintain a consistent and systematic process for monitoring client payments and securing cash flow in your business.

Event Planner Invoice FAQ

#1. How to invoice event planning services?

Invoicing event planning services entails listing all of the services you have provided to your client. You must also specify the rates for each of these and your payment terms.

#2. How do I create an event planner contract?

Creating an event planner contract requires that you first discuss the terms and conditions that come with hiring your service.

Additionally, the contract should include the payment terms you agreed upon, the key responsibilities of each party in fulfilling the transaction, and your rates.

#3. How do I pitch my event planning services effectively?

The most effective way to pitch your event planning services is to use both digital and traditional marketing strategies. Create a website and a social media page where you can provide more information about your expertise and feature previous events you’ve covered.

You can also distribute business cards to potential clients so they can contact you or rely on word of mouth to reach more customers.