What goes on an event invoice?

This generator uses the usual parts: who is billing and who is being billed, an invoice number, the issue and due dates, what the invoice is for, itemised charges with any service charge and tax, anything already paid, the balance due and how to pay. What an invoice must contain depends on where you are and how you are registered, so check locally.

How do I show a deposit that has already been paid?

Add it under “Payments received” with its date, amount and method. Each payment is subtracted from the invoice total and the document shows the balance due. If the payments add up to more than the total, the document says the invoice is paid in full and shows the overpayment.

How are the service charge and sales tax worked out?

The service charge is a percentage of the lines you mark as subject to it, so a rental line can be exempt while catering is not. Sales tax is charged on the subtotal, plus the service charge if you tick that box. Whether that is right where you are is a question for your accountant: set either percentage to 0 to leave the line off.

Can I put my own logo on it?

Yes. Choose an image on the left and it appears on the preview and on both downloads. It stays in your browser: it is never uploaded to VenueDirector, and it is not carried in a share link or an emailed copy.

Is anything I type sent to VenueDirector?

Your document stays in your browser, which also remembers it for next time, and the downloads are built there too. We count anonymous events such as “a document was downloaded”, without your text or anything that identifies you. Your document and email are stored only if you ask us to email you a link to it.

Free tool · For venues

Event invoice generator

Fill in the event, the charges and anything already paid, and download an invoice as a PDF or a Word file.

Your details

Reset

Your venue

An invented example. Replace it with your own.

Venue name

Venue address

Up to 160 characters.

Venue contact

Email, phone, or both — one per line.

86 characters left

Your logo (optional)

PNG, JPEG or WebP. It stays in your browser: it is never uploaded to VenueDirector, and it is not included in a share link or an emailed copy. It is added to the preview and to the PDF and Word files you download here.

Invoice and client

Invoice number

Issue date

Due date

Bill to

Client address

Up to 160 characters.

Event reference

What this invoice is for: the event, its date, the space.

Line items

What the client is paying for. The amount is quantity × unit price. Leave a row blank to leave it out. Up to 10 rows.

Row 1

Row 1 description

Row 1 quantity

Row 1 unit price

Row 1: subject to service charge

Amount: $5,000

Row 2

Row 2 description

Row 2 quantity

Row 2 unit price

Row 2: subject to service charge

Amount: $10,030

Row 3

Row 3 description

Row 3 quantity

Row 3 unit price

Row 3: subject to service charge

Amount: $5,310

Row 4

Row 4 description

Row 4 quantity

Row 4 unit price

Row 4: subject to service charge

Amount: $850

Row 5

Row 5 description

Row 5 quantity

Row 5 unit price

Row 5: subject to service charge

Amount: $0

Fill the last row and another appears, up to 10.

Service charge and tax

Your own rates. Set either to 0 to leave that line off the invoice. This tool is not tax advice: the percentages shown are an example.

Service charge

Sales tax

Three decimals are allowed, for rates like 8.875%.

Sales tax applies to the service charge

Tax rules vary by state. Check yours.

Payments received

Deposits and part payments already taken. Each is subtracted from the total to give the balance due. Leave a row blank to leave it out.

Payment 1 date

Payment 1 amount

Payment 1 method

Payment 2 date

Payment 2 amount

Payment 2 method

How to pay

Your own payment instructions. Don’t put anything here you wouldn’t email.

Up to 500 characters.

Notes (optional)

Up to 300 characters.

Preview

The Larkspur

Invoice

Invoice INV-1042

Invoice date: May 17, 2027
Due: June 16, 2027
Balance due: $21,198.64

From

The Larkspur

48 Mill Lane Riverton, CA 94000

billing@example.com (555) 010-2048

Bill to

Northwind Labs

Attn: Ana Ortiz 1200 Harbor Way Riverton, CA 94000

For

Event: Spring team summit · May 14, 2027 · The Mill Room

Charges

Charges
Description	Qty	Unit price	Amount
Mill Room rental, 7 hours	1	$5,000	$5,000
Dinner service, per guest †	118	$85	$10,030
Bar package, per guest †	118	$45	$5,310
AV and staging	1	$850	$850

Subtotal: $21,190
Service charge (20%): $3,068
Sales tax (8%): $1,940.64
Invoice total: $26,198.64
Payment received — February 10, 2027, Deposit, bank transfer: -$5,000
Balance due: $21,198.64

† Service charge applies to this line.

How to pay

Bank transfer to The Larkspur, routing 000000000, account 0000000000. Please put the invoice number in the reference. Cards are accepted by phone.

Made with VenueDirector

Download this document

Built in your browser. Add a logo on the left and it will appear on both files.

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In VenueDirector

Invoices and online payments Coming next

VenueDirector already tracks each event from lead to confirmed. Invoices and online payments are coming next, so deposits and balances are tracked against the event instead of in a spreadsheet.

Get early access

How is the balance due calculated?

Charges. Each line is quantity × unit price, rounded to the cent. Blank rows are left out.
Service charge. A percentage of the rows you mark as subject to it, so a rental line can be exempt while catering is not. Marked rows carry a † on the document.
Sales tax. Charged on the subtotal, plus the service charge when you tick that box. Set either percentage to 0 and the line disappears.
Payments received. Each deposit or part payment is listed with its date and method and subtracted from the invoice total.
Balance due = invoice total − payments received. If the payments come to more than the total, the document says the invoice is paid in full and shows the overpayment instead.

The preview, the PDF and the Word file are rendered from the same document, so what you see is what you send.

What is in the example, and what is yours?

The generator opens with an invented example so the page is never blank. The Larkspur and Northwind Labs are not real businesses, the bank details are not real, the dates are fixed example dates, and every figure is a placeholder:

Example invoice INV-1042, issued May 17, 2027 and due June 16, 2027, with 4 charges and one deposit already received.
Example rates: a 20% service charge on the marked lines and 8% sales tax, charged on the service charge too.

This is not tax advice. The tool applies the percentages you type and nothing more. It does not know your rates, your registration, or which charges are taxable where you are, and what an invoice must contain differs by state and by business. Check both with your accountant.

Your logo stays in your browser. It is added to the preview and the downloads there, and it is never uploaded to VenueDirector, put in a share link, or kept with an emailed copy.

Worked example

The charges come to $21,190. The 20% service charge applies to $15,340 of that, which is $3,068; 8% sales tax on the subtotal plus the service charge adds $1,940.64. That makes an invoice total of $26,198.64, less the $5,000 deposit, leaving $21,198.64 due:

The Larkspur

Invoice

Invoice INV-1042

Invoice date: May 17, 2027
Due: June 16, 2027
Balance due: $21,198.64

From

The Larkspur

48 Mill Lane Riverton, CA 94000

billing@example.com (555) 010-2048

Bill to

Northwind Labs

Attn: Ana Ortiz 1200 Harbor Way Riverton, CA 94000

For

Event: Spring team summit · May 14, 2027 · The Mill Room

Charges

Charges
Description	Qty	Unit price	Amount
Mill Room rental, 7 hours	1	$5,000	$5,000
Dinner service, per guest †	118	$85	$10,030
Bar package, per guest †	118	$45	$5,310
AV and staging	1	$850	$850

Subtotal: $21,190
Service charge (20%): $3,068
Sales tax (8%): $1,940.64
Invoice total: $26,198.64
Payment received — February 10, 2027, Deposit, bank transfer: -$5,000
Balance due: $21,198.64

† Service charge applies to this line.

How to pay

Bank transfer to The Larkspur, routing 000000000, account 0000000000. Please put the invoice number in the reference. Cards are accepted by phone.

Made with VenueDirector

Frequently asked questions

What goes on an event invoice?: This generator uses the usual parts: who is billing and who is being billed, an invoice number, the issue and due dates, what the invoice is for, itemised charges with any service charge and tax, anything already paid, the balance due and how to pay. What an invoice must contain depends on where you are and how you are registered, so check locally.
How do I show a deposit that has already been paid?: Add it under “Payments received” with its date, amount and method. Each payment is subtracted from the invoice total and the document shows the balance due. If the payments add up to more than the total, the document says the invoice is paid in full and shows the overpayment.
How are the service charge and sales tax worked out?: The service charge is a percentage of the lines you mark as subject to it, so a rental line can be exempt while catering is not. Sales tax is charged on the subtotal, plus the service charge if you tick that box. Whether that is right where you are is a question for your accountant: set either percentage to 0 to leave the line off.
Does this tool calculate my taxes?: No. It applies the percentages you enter and nothing else. It does not know your rates, your registration, or which charges are taxable in your state, and it is not tax advice.
Can I put my own logo on it?: Yes. Choose an image on the left and it appears on the preview and on both downloads. It stays in your browser: it is never uploaded to VenueDirector, and it is not carried in a share link or an emailed copy.
Is anything I type sent to VenueDirector?: Your document stays in your browser, which also remembers it for next time, and the downloads are built there too. We count anonymous events such as “a document was downloaded”, without your text or anything that identifies you. Your document and email are stored only if you ask us to email you a link to it.