Are you an event planner searching for an easy way to send an event planning invoice? You’re in the right place! In this post, we’ll explain why a well-structured event planning invoice is important and what details to include. You’ll also get access to 25+ customizable templates in formats like PDF, Word, Excel, Google Sheets, and Docs. Plus, we’ll introduce a free tool that simplifies creating and sending invoices, as well as managing payments—all in one place. Let’s get started!
Table of Contents:
What’s an Event Planning Invoice?
An event planning invoice is a document that outlines the services you provided for an event and the costs associated with them. It typically includes details like the type of services (such as venue setup, catering, or decorations), the prices for each, and the total amount due. This invoice helps you get paid for your hard work and keeps everything clear between you and your client.
Why Is Sending a Professional Invoice Important?
- Clear Communication: A well-organized invoice details out what services you provided and how much they cost, avoiding any confusion with your client.
- Builds Trust: When your invoice looks professional it gives them confidence that they’re working with someone reliable and organized.
- Legal Purpose: Invoices also act as official documentation. If any issues or disputes come up later, having a detailed invoice serves as proof of what was agreed upon.
- Keeps Payments on Track: A professional invoice helps you track payments, set deadlines, and follow up if payments are late.
- Boosts Professionalism: A well-structured invoice leaves a lasting impression which can lead to more repeat business.
Key Details to Include in an Invoice:
1. Event Details
Begin with the key details of the event, including the name of the event, the date, and the location. This immediately tells your client which event the invoice refers to.
2. Client Information
Include your client’s full contact information—name, phone number, email address, and physical address. This ensures the invoice is directed to the right person or department.
3. Service Breakdown
Provide a detailed list of the services you offered for the event. Be specific about what each service entails, so your client understands exactly what they are paying for.
4. Costs and Fees
After listing the services, add an itemized breakdown of the costs for each one. End with the total amount due for the services provided.
5. Payment Terms
Clearly state when payment is due, the methods of payment you accept, and whether any late fees will apply for overdue payments.
6. Terms & Conditions
Outline any relevant terms and conditions, such as policies on cancellations, refunds, or extra services. This sets clear expectations for both you and the client.
7. Tax Information
If applicable, include any taxes that apply to your services. Make sure the tax amount is shown separately from the subtotal, so the client can see the final total amount owed.
25+ Event Planning Invoice Templates You Can Download for Free:
Download Event Planning Invoice Templates in Google Doc Format
Download Event Planning Invoice Templates in Google Sheet Format
Download Event Planning Invoice Templates in PDF Format
Download Event Planning Invoice Templates in MS Word Format
Download Event Planning Invoice Templates in MS Excel Format
Best Invoicing Tool To Send Event Planning Invoices:
If you’re someone who sends invoices regularly, it’s worth considering an invoicing tool to simplify the process. Using a dedicated tool can save you time and hassle by keeping everything organized in one place. These tools help you track payments, send automated reminders to clients, and manage all your invoices in an efficient way. Instead of manually chasing payments or juggling multiple documents, an invoicing tool streamlines the process and ensures you get paid on time. If you’re looking to get started with an invoicing tool, CheckYa is a great option.
What makes CheckYa stand out is that it’s free to start, with no upfront fees or credit card required. It’s easy to use—you can simply fill in a premade invoice template and send it off to your client in minutes. One of the biggest advantages is that you can invoice in over 135 currencies, which is perfect if you’re working with clients internationally. CheckYa partners with trusted payment processors like Stripe and PayPal, so your clients can pay via credit card, debit card, ACH, Google Pay, Apple Pay, or PayPal. Whether you charge by the hour or for an entire project, CheckYa offers flexibility in how you bill your clients.
It even allows you to send automatic payment reminders two days before the due date, which helps you avoid late payments without having to follow up manually. Another feature that stands out is the option to split transaction fees with your clients—either sharing 50% of the fees or passing 100% of the fees on to them.
Conclusion:
Now that you have all the event planning invoice templates ready, you’re all to set to send a professional event planning invoice. Be sure to bookmark this guide so you can refer back to it whenever you need. And if you want to simplify your invoicing, consider using CheckYa. It’s a free tool that helps you send invoices, track payments, and get paid quickly. With its easy-to-use features, CheckYa can save you time and helps you get paid three times faster. 
