Event Planner Invoice Template works on the front lines as the first formal payment request made on a Client when it is time to collect the amount owed for service. Event planning can be a challenging and hectic business and thus, it is important to remain organized whenever possible. The invoice provided contributes to this need with a formatted document capable of reuse across many Clients. This template only makes a few strict demands (i.e. the Event Planner and Client names) but will also retain the flexibility needed to accommodate a Client whose bill requires customizations.
Event Space Rental Invoice – For billing a renting space for an event.
Event Staffing (Management) Invoice – For the management staffing of your event.
How to Write in PDF and MS Word
Step 1 – Acquire The Paperwork Needed To Invoice Event Planning Clients
This site enables you to obtain the file needed to bill your Event Planning Clients through an “Adobe PDF” document or, if preferred, as a “Microsoft Word (.docx)” file. You may also save these files using the buttons beneath the image.
Step 2 – Name The Event Planner Seeking Payment
Open the Word or PDF file you have saved with your editing software. This document shall start with a text box and several lines in its first section. Here we shall inform the Invoice Recipient of the Sender’s identity. This will be the Event Planner or the Company who has provided the logistic services being billed. Input the legal name of this entity or the Event Planner’s professional name in the textbox in the upper left. The first series of lines expecting your report will focus on the “Name” and contact information of the Event Planner. Thus the “Name” line must have the Event Planner’s full “Name” reported on it. If the Sender is a Business Entity, then the “Name” of the Office Employee in charge of the Client’s account is an acceptable entry for display. The business address of the Event Planning Company may be presented for the Client’s use by recording it on the “Street Address” line, the “City, State, Country” line, and the “Zip Code” line. Naturally, we must present some additional methods the Client may employ when seeking to contact the Event Planner. The final two lines are reserved for the Event Planner’s Office “Phone” number and “E-mail” address.
Step 3 – Dispense The Event Planner’s Document Information For This Invoice
The Event Planner behind this paperwork will need to make sure this invoice can be located and referenced by the Client when a payment is made or when this invoice is discussed by these parties. This effect can be achieved by determining a distinct number that can be input on the “Invoice #” line. The “Date” when this invoice is formally issued must be included in this document for review. Place it on the “Date” line on the right.
Step 4 – Make A Report Identifying The Event Client
The section “Bill To” will rely on your recording of the Event Client’s billing information for this invoice to be directed appropriately. Use the first line in this section to solidify the full name of the Event Client. This will be the entity the Event Planner holds responsible for this invoice. Continue through this portion of the invoice with a production of the Event’s Client complete billing address. The blank lines here (“Street Address” through “Zip Code”) should be used to attach this address as that of the Event Planning Client.
Step 5 – Document The Planning Services Provided To The Client
Nearly every Event Planning Client will wish to review what is being paid for through this document. The table set to this document is done so in anticipation of this need. Utilize the “Description” textbox making up the left column of this table to display the services provided along with any rentals, supplies, or merchandise that the Client will be responsible for. In most cases, the Client will expect that you cite either the event planning agreement this invoice is based on or the event’s name, date, and times.
Step 6 – Produce A Full Account Of The Event Planning Costs
The table’s right-hand portion will consist of several text boxes in a column. Each one requires a dollar “Amount.” Coordinate the dollar amounts you produce as the cost(s) with the items being billed on the left. You may report the Event Planner’s costs and fees either as one lump sum or itemized depending upon your preferences. The next textbox of this column will bear its label on the left (“Subtotal”). You must produce a figure that is the sum of all the amounts you have entered above (even if you recorded one sum). Most states will not charge a service “Tax” but nearly all will charge a sales “Tax.” If the Event Planner runs his or her business in a state that expects to collect taxes on the items reported in this invoice, then you must document the “Tax” amount that you will add in the space provided. In our example, the physical items will be taxed. Thus, the Client must pay sales tax for the raffle ticket roll(s) and the refreshments that were purchased but not on the consultation or office visit. The Event Planner’s “Total” for the services detailed in this document will require the “Subtotal” and “Tax” combined to one figure. Add them to one another then report the final figure in this box.
Step 7 – Inform Your Client Of The Expected Payment Date
The statement made near the bottom left of this page is useful as it places a deadline for payment. You must supplement its wording with the actual deadline which should be reported as “Days.” To this effect, find the blank line in this statement. Record how many “Days” are given to pay this bill. Use the invoice “Date” as a reference point.
Step 8- If Desired, The Event Planner May Produce Additional Instruction Or Comments
The Event Planner may need to deliver instructions, documentation, or comments with this bill. If so, then the “Comments Or Special Instructions” section can be utilized to present such material at your discretion.
How to Write in MS Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Access The Event Planner Invoice Then Save It
Use the “Excel” button to open or download the spreadsheet needed to bill your Event Clients for planning services. The link in this section (“Microsoft Excel (.xlsx)”) will also allow you to open and download this spreadsheet. It is strongly recommended that you save a clean copy of this template to your machine before proceeding.
Step 2 – Prominently Introduce The Event Planner
Once you’ve opened the spreadsheet and clicked in cell A1, delete its contents then upload the image file containing the Event Planner’s logo. This is a popular method of identifying paperwork but be advised that only an image strictly under the control of the Event Planning Business or Company should be used. Generally, the legal name of the Event Planning Business will be an expected display directly beneath the logo. For this effect, locate cell A2, then furnish the Event Planning “Company Name.” The Clients receiving this document will (as a rule of thumb) appreciate seeing the “Name” of the Event Planner or Customer Representative who is sending this bill or who should be contacted regarding its contents. Cell A3 will display this “Name” appropriately once you input it. Our next topic will be the Event Planner’s office address. This is the business address where the Event Planner would expect to receive formal correspondence or payments. It will be recorded in this column and present underneath the names we reported by recording it in cell A4, A5, and A6. Notice that the first and second lines of the address “Street Address” and “City, State, Country” will each have a cell reserved for its display as does the “Zip Code.” After the Event Planner’s identity has been solidified and a business address has been displayed, we should make sure that two more items are available for the Client’s use. Cell A7 and A8 will display the “E-Mail” address and “Phone” number with the Event Planner’s information above once you have produced this information to their contents.
Step 3 – Identify The Coordinator Or Event Client
The Event Planner is only one entity that must be identified. We must also name the Event Coordinator or the Event Client who has commissioned the Planner. This Client must be attached to the planning services as the Payer by recording his or her “Name” immediately below the “Bill To” heading. Cell A11 will accept this information readily. In order to proceed with billing, the Event Client properly, you must have his or her billing address available. Locate it in your records, then produce it on a line by line basis using the first two cells following the Client’s name to present his or her “Street Address” (cell A12), the “City, State, Country” (A13). Cell A14 is reserved strictly for the Client’s postal code or “Zip Code.”
Step 4 – Deliver Invoice Filing Information For This Bill
In most cases, an event such as a wedding, a lecture, a convention, or a concert will generate a considerable amount of paperwork when it is being organized. It will be important that you ensure your Client be able to keep track of this document easily. Therefore, retrieve the “Invoice #” your bookkeeping system has attached to this bill and replace the text currently in cell F4 with it. The “Date” used to mark when this request for payment is made is also considered an important display. Typically, this will be paired with the invoice number as a secondary means of identification. The standard “Date” of an invoice is the calendar day it was generated. This will already be displayed in cell H4. If, however, this “Date” would be inaccurate for your purpose, you may input a different one.
Step 5 – Detail The Planning Services
The Event Planner must provide detail to the services, products, supplies, and promotions that he or she will bill to the Client. Cell A17 of the invoice table will accept such items, the title and the date of a service agreement with the Client, or simply the billable time spent on the concerned project. Hint: Avoid abbreviations if possible and make sure to give a summary of the planning services and products that the Client will recognize (i.e. the name of a purchased event package).
Step 6 – Price The Event Planning Project Accordingly
Notice that column H will display four formatted cells as part of the table we are working on. The first of these, “Amount,” is set as a display area for the costs of the planning services or the event products that were provided by the Event Planner. Thus, locate cell H17 and produce this cost report for the Client according to the pricing that was agreed upon. You may supply such a report with one value if you recorded one item on the left or you may supply an itemized list corresponding to multiple entries on the left. Cell H18, known as “Subtotal,” serves as a courtesy. Add all the amounts in cell H17 and confirm the total as the “Subtotal.” Notice that we will not be addressing any taxes in this addition. The subject of taxes must be covered and will largely depend on three details; what services are being billed, what products are being paid for, and what state the Event and Event Planner are in. If the locality and/or State requires that a sales tax, service tax, or any other type of tax amount be collected with the “Subtotal” amount then you must inform the Client of the “Tax” amount. To do so in an above-board manner, locate cell H19 and supply a sum of all the taxes applicable to the “Subtotal” above. The last figure the Event Planner must supply to this table is the “Total” owed by the Client. This number can be reached by simply adding “Subtotal” and “Tax.” Do so, then record the result in cell H20.
Step 7 – Dispense The Event Planner’s Grace Period
Now turn your attention to the left of the “Total.” The bracketed symbol in the sentence cell A21 displays should be substituted with the amount of “Days” the Event Planner will give the Client to submit payment.
Step 8 – Record Additional Material As Needed
Cell A22 (“Comments Or Special Instructions”) will accept any Event Planner instructions regarding payment or this invoice and should be considered optional.