How to Invoice as an Event Planner
A step-by-step guide to event planner invoices: your planning fee, the deposit schedule, costs you pay to vendors for the client, and the final invoice after the event.
The US Bureau of Labor Statistics, in a page last modified on August 27, 2026, says: "Meeting, convention, and event planners arrange all aspects of events and professional gatherings." For invoicing, that work splits into two kinds of charge: your own planning fee, and the costs of venues, caterers and rentals. Keep the two apart on every invoice; that way the client sees what they pay you and what they pay through you. Contract terms on deposits and cancellations are yours to set, so ask a lawyer to check them.
In Billed, for costs you pay to vendors for the client, Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice." For your fee in stages, the payment schedules article in Billed's help center says: "A payment schedule lets you add a payment plan to the invoices."
Worked example, with sample figures before any tax: a 4,000.00 planning fee goes on a single invoice, split by a payment schedule into 50% at signing (2,000.00), 30% a month before the event (1,200.00) and 20% after it (800.00), which adds up to 4,000.00. You pay the florist's 650.00 deposit for the client and log it against that client as an expense; it then goes on the client's next invoice as its own line.
Step-by-step invoicing guide
- 1
Settle your fee before the work begins
Write down whether your fee is fixed or set as a share of the event budget, and what it covers. If it's a percentage, say which costs count toward the budget.
- 2
Invoice a deposit at signing
Bill the first part of your fee when the client signs. In Billed's payment schedules, the help center's steps include: "Choose a suitable option among percentage or flat amount." and "Fill out the payment amount and due date of each payment."
- 3
Keep vendor costs apart from your fee
List venue, catering and rental charges as separate lines, apart from your planning fee, so the client sees both totals.
- 4
Bill vendor costs you pay for the client
When you pay a vendor deposit yourself, log it against that client as an expense. Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice."
- 5
Bill changes as they're agreed
When the guest count or scope changes after signing, confirm the new price in writing and add it as a new line, not as a revised fee.
- 6
Send the final invoice soon after the event
Bill overtime, late additions and the last part of your fee within days of the event, while everyone may still remember what was added. Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay."
Tips for event planner invoicing
- For a percentage fee, recalculate it on the final invoice if the event budget changed, and show the calculation.
- Attach the vendor's own invoice or receipt to the line you bill. Billed's invoice software page says: "Add files to your invoices and estimates."
- For corporate clients, ask for the purchase order number and the billing contact before the first invoice.
- Write each vendor line with the vendor's name and the event date, which lets the client check it against their contract.
- Set reminders before each scheduled payment. Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date."
Common invoicing mistakes to avoid
- Mixing your planning fee and vendor costs into one total
- Paying vendor deposits yourself without billing them to the client
- Starting work before the signing deposit is paid
- Taking on changes after signing without a written price
- Waiting weeks after the event to send the final invoice
How this works in Billed
Fee in scheduled payments
The payment schedules article in Billed's help center says: "A payment schedule lets you add a payment plan to the invoices." The scheduled payments article adds that "the sum of all installments should be equal to the total balance of the invoice."
Vendor costs on the next invoice
Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice."
Files with your invoices
Billed's invoice software page says: "Add files to your invoices and estimates."
Scheduled reminders
Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date."
Card, PayPal, cash and checks
Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." It also says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Charge | How to invoice it |
|---|---|
| Planning fee | Scheduled payments: deposit at signing, then stages |
| Vendor costs you pay | Their own lines, from the client's expenses |
| Changes after signing | New lines at the agreed price |
| After the event | Final invoice with the last payment and extras |
When this isn't for you
If the client pays every vendor directly and you only charge a flat fee, a single invoice for your fee covers it.