Free event planner invoice template · No signup needed
Professional invoices for
event planners & coordinators
Create polished invoices for weddings, corporate events, private parties, and conferences. Covers planning fees, vendor pass-throughs, staffing, and more.
🎉 Create event planner invoice — free
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Common event planner invoice line items
Event planning invoices can be complex — planning fees, vendor pass-throughs, and staffing all need to be clearly itemised. Here's what event coordinators and planners typically include:
| Line item |
Notes |
| Event planning fee | Flat fee or percentage of total event budget (typically 10–20%) |
| Initial consultation | Discovery call or planning kickoff — often waived and credited on booking |
| Venue sourcing & coordination | Time spent researching, visiting, and negotiating with venues |
| Vendor management | Coordination of caterers, AV, florists, photographers, and entertainment |
| On-site event management | Day-of coordination — per day or half-day rate |
| Staffing & crew | Event staff, security, or entertainment crew — pass-through or marked up |
| Décor & styling | Florals, centrepieces, signage, lighting — pass-through cost or package fee |
| Catering (pass-through) | Food and beverage costs billed at cost or with a management fee |
| AV & technical equipment | Sound, lighting, screens, livestreaming — rental or hire pass-through |
| Travel & accommodation | Mileage or flights for destination events or multi-day events |
| Administrative & design work | Run-of-show documents, invitations, signage design, seating plans |
Why event planners use PennaPay
🎉
Polished, professional templates
The Corporate and Canvas templates are ideal for event planners — structured enough for corporate clients, elegant enough for weddings and high-end private events.
💳
Deposit & balance invoicing
Create separate deposit and final balance invoices for the same event. Clients pay directly via their portal using Stripe — no chasing payments by phone.
📁
Deliver event files securely
Attach run-of-show documents, seating charts, vendor contracts, or design files to an invoice and share via a secure link. Pro feature.
🔄
Recurring retainer invoices
If you work on a monthly retainer with corporate clients or venues, set up automatic recurring invoices so you never miss a billing cycle.
💰
Multi-currency support
Invoice international clients or destination event clients in USD, EUR, GBP, and 30+ currencies with automatic formatting.
🔗
Client portal
Give clients a private link to view all their invoices, download PDFs, pay online, and access shared documents — all in one place.
Frequently asked questions
Is this event planner invoice template free?
Yes, completely free. No account needed. Create your invoice, pick a template, and download as a PDF instantly.
How should I structure my event planning invoice?
Start with your planning or coordination fee as the main line item, then list vendor costs, staffing, décor, and any other expenses as separate lines. Group pass-through costs together so the client can see exactly what they're paying for. Include the event name and date in the invoice notes.
Should I charge a deposit on my event planning invoice?
Yes — most event planners request 25–50% upfront to secure the date and cover early commitments. Create a deposit invoice first, then a final invoice for the balance. You can set due dates on each to match your payment schedule.
How do I pass vendor costs through to my client?
Add each vendor cost as a separate line item clearly labelled as a pass-through (e.g. "Catering — pass-through cost"). If you charge a markup on vendor costs, add it as an additional line item or include it in your planning fee. Always reference your contract so the client knows what to expect.
What's the best template for a wedding planner invoice?
The Canvas and Creative templates have a warm, elegant feel that suits wedding planners and luxury event coordinators. For corporate event planners, the Corporate or Clean templates convey professionalism and structure.