Event invoice template for planners and decorators
Reviewed in November 2026
An event invoice bills everything an event company supplies for one function. Stage, sound and decor each get a line with the event date. The generator above opens with a two-day corporate dealer meet in Mumbai. Change the lines and download it as PDF or as an image for WhatsApp.
Event invoice
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What it includes
- Company name, address, phone and GSTIN
- Client name, GSTIN and PO number
- Event name, dates and venue
- Invoice number and date
- Lines: description, unit, quantity, rate, amount
- Booking advance adjusted
- Balance, GST and total due
- Payment instructions
- Damage and payment terms
Event invoice: full text
EVENT INVOICE
[Utsav Events and Decor]
[Andheri West, Mumbai] · [+91 98201 44556]
GSTIN: [number]
Invoice no.: [UE-2026-188]
Date: [8 December 2026]
Due date: [13 December 2026]
Client: [Zenith Pharma Ltd]
GSTIN: [number] · PO: [ZP-EV-031]
Event: [Annual dealer meet] · [5 and 6 December 2026]
Venue: [hall name, city]
Description Qty Rate Amount
[Stage and backdrop, 24 x 12 ft] [1] [65,000] [65,000]
[Sound system with operator, per day] [2] [28,000] [56,000]
[LED wall, per sq ft per day] [120] [180] [21,600]
[Floral decor, mandap and entrance] [1] [85,000] [85,000]
[Anchor and host, per event] [1] [25,000] [25,000]
[Event coordination fee] [1] [40,000] [40,000]
Total [2,92,600]
Less advance [−1,00,000]
[GST] [amount]
BALANCE DUE [₹ amount]
Payment instructions
A/c [number] · IFSC [code] · UPI [utsavevents@okicici]
Terms
Balance due within [7] days of the event.
Damage to hired items is charged at cost.Event lines with units and days
Hired equipment is priced per day. Decor and people are priced per event. Write both on the line.
| Line | Unit | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|
| Stage and backdrop, 24 × 12 ft | event | 1 | 65,000 | 65,000 |
| Sound system with operator | day | 2 | 28,000 | 56,000 |
| LED wall | sq ft per day | 120 | 180 | 21,600 |
| Floral decor, mandap and entrance | event | 1 | 85,000 | 85,000 |
| Anchor and host | event | 1 | 25,000 | 25,000 |
| Event coordination fee | event | 1 | 40,000 | 40,000 |
| Total | 2,92,600 | |||
| Less booking advance | −1,00,000 | |||
| Balance before GST | 1,92,600 |
The LED wall on this job ran one day only. For two days write 240 sq ft per day or add a second line.
Event details the bill should carry
| Field | Example |
|---|---|
| Event name | Annual dealer meet |
| Event dates and timings | 5 and 6 December 2026, 6 pm to 11 pm |
| Venue | Hall name and city |
| Client PO number | ZP-EV-031 |
| Guest count | Planned and actual, if billing depends on it |
| Vendors you paid on the client behalf | Venue, permits, security, at cost |
| Damage and loss | Items lost or broken, charged at cost |
A company client pays only against a PO. Put the PO number at the top or the invoice goes back to you.
Wedding or corporate event
The same company bills a family and a corporate client in different ways.
| Point | Wedding or family event | Corporate event |
|---|---|---|
| Who pays | One family member, often on UPI | Accounts team against a PO |
| Advance | Large, often half at booking | Small or none, PO is the guarantee |
| Balance | On the event day | Within the credit days of the PO |
| Tax ID | Usually none | Client GSTIN on the invoice |
| Proof asked | Photos of the setup | Signed delivery note and photos |
Following up the balance over WhatsApp
Utsav Events takes ₹1,00,000 at booking. The meet runs on 5 and 6 December. Two days later the coordinator writes to the client marketing head.
Hello Ms. Kapadia. Thank you for the dealer meet on 5 and 6 December. Invoice UE-2026-188 against PO ZP-EV-031 is attached. It totals ₹2,92,600 plus GST. Your booking advance of ₹1,00,000 is adjusted. Balance ₹1,92,600 plus GST, due by 13 December. Please share it with accounts. Thank you.
Write to the person who booked you. Ask them to forward it to accounts. The accounts team pays faster when the marketing head says the event went well.
Event invoicing mistakes
- Billing hired equipment without the number of days.
- Sending the invoice weeks after the event. The client has moved on to the next one.
- Leaving out the PO number on a corporate job.
- Paying the venue for the client and forgetting to bill it back.
- No damage clause. A broken LED panel then comes out of your margin.
- One lump sum for the whole event. The client then cuts the total in a negotiation.
Quotation first, invoice after
Every event starts with a quotation. The client changes it three times before the date.
Keep the final approved quotation. Build the invoice from it with the same lines. Add any change the client asked for on the day as its own line with a note.
Vendors paid on the client behalf
Event companies often pay the venue, the permits and the security agency. These are pass-through costs and belong on the invoice.
| Pass-through cost | What to attach |
|---|---|
| Venue hire | Venue bill in your name or the client name |
| Police and fire permits | Receipt from the office that issued them |
| Security guards | Agency bill with the number of guards and shifts |
| Generator backup | Hire bill with hours run |
| Artist fee paid for the client | Artist invoice or receipt |
Mark each one «at cost» or add your handling fee as a separate line. Mixing a margin into the cost line raises questions in a corporate audit.
Postponed or cancelled events
Write your cancellation terms on the quotation and repeat them on the invoice. A postponed date often keeps the advance alive for the new date.
- Cancelled more than 30 days before. The advance less the costs already spent.
- Cancelled within 30 days. The advance is kept for decor and bookings made.
- Postponed. The advance moves to the new date once.
Bill any cost already spent on a separate invoice with the vendor bills.
Makatea after the event ends
Makatea sends the client a WhatsApp reminder before the balance falls due. It follows up again on the date if nothing has arrived.
Each payment gets recorded against the event. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · rent receipt template · free receipt template · free invoice generator
Frequently asked questions
When should an event company send the invoice?
Within two days of the event. A family event is often paid on the day itself.
How much advance do event planners take?
Often a third to a half at booking for family events. Corporate clients usually pay against a PO.
How do I bill equipment hired for two days?
Write the rate per day and two as the quantity. For the LED wall, multiply sq ft by the days.
Can I bill the venue on my invoice?
Yes if you paid it for the client. Add it as a line at cost and attach the venue bill.
Does an event invoice include GST?
Yes if you are registered for GST. Use the rate that applies to your service.
Is this a GST e-invoice?
No. GST e-invoices are issued in the government portal. This template is a commercial invoice for your clients.
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