Free invoice template
Event planner invoice template
Planner invoices carry other people's money, so the one rule is separation: your fee on its line, vendor pass-throughs on theirs, receipts attached. The sample keeps the two visibly apart — which is what lets the fee be judged on its own.
Opens in the free editor with the sample below pre-filled — swap the numbers for yours.
What belongs on a event planner invoice
"Our fee is the planning line only" tells the client the vendor total isn't yours — the sentence that protects your margin from looking inflated.
An attached vendor schedule at cost makes a five-figure invoice auditable in five minutes, which is why nobody audits it.
The retainer appearing as a negative line closes the engagement's arithmetic on one page.
The preview uses the Modern layout — you can switch between all three templates in the editor without losing a word.
Event planner invoicing questions
Percentage, flat fee, or hourly?
Whichever you sold — but the invoice shows the fee as its own line regardless. Percentage fees especially need the vendor costs visible, since the fee is computed from them.
Should client money flow through me?
Cleanest is clients paying vendors directly with you coordinating. Where you do advance funds, invoice the pass-through at documented cost — marked-up pass-throughs discovered later end planner careers.