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Event Planner Invoice

Planning an event is easier said than done because all your time is utilized in monitoring event activities. It's you who creates such an inviting atmosphere where attendees feel truly welcomed through your meticulous attention to detail. Post-event, your work is not completed as you must invest time in invoicing and billing. But not anymore with Moon Invoice. We have a ready-made event planning template free for creating online invoices to save time and maximize your productivity.

Event Planner Invoice

Download The Free Event Planning Invoice Template

Event professionals usually feel the pressure of making sure everything is in place before the event gets started. Just like that, issuing timely invoices is another stressful job. Worry not! We have well-designed event planner invoice templates ready to reduce your work time.

Event planning
Event planning

Put your client details, invoicing number, and issuing date directly on an event planning invoice template without spending time on designing and formatting. With this simplified invoicing process, we aim to lessen your work so that you can execute your idea effectively.

Event management
Event management

Efficiently manage your event bills using our free invoice templates that are designed to meet your diverse needs. Generate a professional-looking invoice using a customizable template in MS Word, MS Excel or PDF format and send it in a timely manner.


Choose ready-to-use catering invoice templates and ensure you spend less time on creating invoices. Simply pick the invoice template of your choice, fill up necessary details and the invoice will be ready in a couple of minutes. Hence, no need for hand-made invoices.

Issue Event Bills Real Quick With Moon Invoice

Blow away your event management pressure with advanced software that lets you create invoices in no time.

Generate Invoices Now
What is the Use of an Event Planning Invoice Template?

What is the Use of an Event Planning Invoice Template?

Readymade templates for event planning can be used to issue instant invoices right after you get approval from clients. Here is why event planners make the most of event planning invoice templates.

Easy to Share

Downloadable invoice templates are so easy to share with your clients in just a single click. It saves a lot of time and energy that you can invest in special event activities and get things done quickly. With pre-designed templates, invoicing is just a 2-min process.

Accurate Transaction Records

Invoice templates can help you keep accurate records of event planning business documents. You have no chance of misplacing them. These digital invoices come handy at the time of tax submission as you don't have to collect invoice papers from different places.

Access From Anywhere

Since invoice templates are saved in the cloud storage, it is pretty much easy to access no matter where you are. There is no need to carry event planning invoice copies wherever you go. If the client demands an invoice, simply get it from your device without asking them to wait.

How to Create or Fill an Invoice for a Event Planning?

Creating an invoice for event planning only needs a suitable template. Here is how you can generate invoices using billing software like Moon Invoice.

  1. Download an event planning invoice template at no cost from a variety of invoicing templates offered by Moon Invoice.
  2. Then, mention your client's details like host name, event date, event location, and other event activities for which invoice is generated.
  3. Now, enter your business details such as name, email and contact details along with a business logo at top of an invoice.
  4. List out services provided like decoration, catering, or any special event along with their brief description.
  5. Next, specify quantities and rates for offered services. You can also include taxes or discounts, which will be automatically added to the total sum.
  6. Additionally, you can even describe notes to highlight payment terms and conditions.
  7. Lastly, review the invoice carefully to check whether everything is filled out correctly.
  8. If everything is fine, convert the template into an invoice by clicking on the save button.
How to Create or Fill an Invoice for Event Planning?
Why Should Event Planner Business Owners Send Professional Invoices?

Why Should Event Planner Business Owners Send Professional Invoices?

Event planners opt for well-designed and professional invoices to avail multiple benefits. Let's take a look.

Building Reputation

Sending an invoice made from a well-designed event planning template can leave a lasting impression on your clients. It shows you manage the invoice and billing process in a professional manner.

Faster Payments

Event planners won't be required to chase unpaid invoices as they get paid faster by sending professional-looking invoices. Such things can not be possible when you share poorly-written invoices.

Repeat Customers

Clean and error-free invoices boost chances of converting existing clients to repeated ones. When it comes to event planning business, off-the-shelf invoices will never aid you foster trustworthy relationships with clients.

Get Administrative Tasks Done With Minimal Effort

Leave the burdensome invoicing and accounting tasks to us while you focus on hosting the memorable event.

Download Free Invoice Template
Invoice Tips for Event Planning Business Owners

Invoice Tips for Event Planning Business Owners

Sending the event planning invoice for the first time? Here are some actionable tips that encourage customers to make timely payments.

Comprehensive Invoice

Make sure you have all the details mentioned like event activities, rented items and incurred costs in the invoice. It gives a clear idea of why invoice is generated and the pending amount.

Always Use Suitable Template

When it comes to issuing an invoice, always get a well-designed invoice template to create an event planning invoice. It not only looks elegant but also reduces the time taken for creating invoices.

Add Correct Total

Every time you mention the due amount, ensure whether the total sum is correct. If not, there are chances of dispute over invoices and it may lead to payment delays.

Highlight Payment Terms

Event planners need to describe payment terms and conditions in detail while creating a fresh invoice. It states payment should be made on time, or else late fees will be applied.

Multiple Payments Options

Offer different payment modes to your clients so that they can pay the due amount from anywhere. You can add the preferred payment mode in the event planning invoice.

Double-check Invoice

No matter how fast you get your invoice ready, always develop a habit to go through every detail. It aids you in fixing the error before you share an event planning invoice.

What Should Be Included in an Event Planning Invoice?

Here are important elements to be included while generating an event planning invoices.

Invoice Details

Fill basic invoicing details like invoice number, issue date, due date and preferred currency.

Event Planning Business Details

Include your business name, address, email and company's logo along with the owner's contact number.

Hiring Party Details

Describe the full name of your client, residential address, event location, and phone number in the invoice.

Event Management Details

List out event activities carried on the actual event day and the total cost inclusive of taxes.

Payment Terms

Specify the deadline for payment acceptance and mention from which date late charges will apply.

Event Planner Signature

Lastly, authorize an invoice by putting your signature or stamp once you have the final invoice ready.

What is the Best Time to Send an Invoice to Your Event clients?

What is the Best Time to Send an Invoice to Your Event clients?

Sending an invoice after wrapping up the event is the ideal time for event planning business. If there is a birthday party or small get-together, you can ask for payment after the completion of the event. However, if you have organized large events such as wedding parties, trade shows, or concerts, you can ask for partial payment in advance.

The reason is that large-size projects require careful planning, collaboration with suppliers, electricians, and managing the workforce. In this scenario, you can ask the client to make a partial payment upfront, typically half of the total amount. The remaining payment can then be settled once the event is concluded.

Frequently Asked Questions

How do I create an invoice for event planning?

Event planning invoices can be generated using accounting software within a few minutes. Here is how to do it:

  • Look for an event planner invoice template on Moon Invoice.
  • Sign Up for free or login with your credentials.
  • Now, get an event planning template free for download.
  • Fill up the customer and business information.
  • Choose the payment method.
  • Include terms & conditions.
  • Then, save the details to get your invoice ready.
  • Share it via Whatsapp or Email.

Can I accept online payments on my event planner invoice?

Yes, you can ask your clients to complete the payment online without conducting physical meetings. With Moon Invoice, you can select the preferred payment method at the time of creating an invoice. This will help your client to complete payment in just a few clicks and you get paid on time.

Can I add taxes to my event planning invoice?

Of course, you can include taxes while creating a final invoice. When you use billing software like Moon Invoice to generate an event planning invoice, taxes will be automatically adjusted with the total amount as soon as you select them. You need no manual calculations while adding taxes and discount offers as well.

What is the 7-step event planning process?

Here are seven steps of event planning that you must know.

  • Step 1: Visualizing the event
  • Step 2: Assemble your team
  • Step 3: Create a budget plan
  • Step 4: finalize a project deadline
  • Step 5: Vendor and supplier confirmation
  • Step 6: Put the plan to work
  • Step 7: Conclude the event