Event Planning Invoice Template

An event planner's invoice should match the payment schedule the client signed, and keep the planner's fee apart from anything bought on the client's behalf. This template bills the second scheduled payment on a conference, lists approved pass-through costs at cost on their own lines, and notes what's been paid and what's left.

  • Planning fee (Full event planning, $20,000)
  • Approved pass-through costs (at cost)
  • Online payment by card or bank transfer
Free, no account needed to start. Not legal advice.

Use it for each payment in your schedule, or adapt it to bill a deposit or the final payment before an event.

The full template

Every line, price, and note is yours to change when you use the template in Clientary, and your client's details fill in from their record.

In the editor, the totals add up as you type. Once you send it, your client pays online by card or bank transfer. Edit this template online

Customer Conference, Payment 2

This invoice bills the second payment in our planning schedule, due 90 days before your conference, and the approved purchases we've made on your behalf so far, at cost.

Planning fee (Full event planning, $20,000)
Payment 2, 90 days before the event (40%)$8,000.00
Approved pass-through costs (at cost)
Speaker gifts (8)$640.00
Name badges and lanyards (150)$390.00
Total$9,030.00

Notes

Payment is due within 15 days. You can pay online by card or bank transfer from this invoice.

Paid to date: the $6,000 deposit. After this invoice, the final $6,000 of our planning fee is due 14 days before the event. Pass-through costs come out of the event budget, and receipts are available on request.

How to use this template in Clientary

  1. Edit it online. Change any line item, price, or note, or add your own. No account needed.
  2. Preview it as your client will see it. Fill in who it's for and pick a design.
  3. Start your free trial to send it. Confirm you'll have it reviewed, since templates aren't legal advice, and your invoice is waiting in your new account with your client's details filled in.
  4. Send it to be paid. Your client pays online, and you can see when it's viewed and paid.

Learn more about invoicing in Clientary.

Frequently asked questions

Should event planners mark up vendor costs?

Some do, but many pass costs through at cost and charge a clear planning fee instead. Either way, say which in the proposal, and show pass-through costs on their own lines so the client can match them to receipts.

When should a planner's final payment be due?

Commonly one to four weeks before the event, so the planner isn't chasing payment after the work is done. The proposal and contract should set the date.

Is this event planning invoice template free?

Yes. Read and copy the full text on this page, or edit it online and see it as your client will. When it's ready, start a free Clientary trial to send it or download it as a PDF.

Has a lawyer reviewed this template?

No. It's a general starting point written by Clientary, not legal advice, and it hasn't been reviewed by a lawyer for your situation or the laws where you and your client work. Have your own counsel review it before you use or sign it.

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