How caterers and event planners in Nigeria should invoice
Food and event jobs cost real money before the day arrives: ingredients, hiring, transport. Your invoice should show what you are providing, how many people it is for, and when you must be paid.
What to put on the invoice
- The event: name, date, time and venue.
- Headcount: the number of guests the price is based on, and the cut-off date for changing it.
- Menu or package: per-head price, with the menu items summarised or attached.
- Extras as separate lines: chairs and tables, decoration, cake, service staff, drinks, rentals, transport.
- Delivery and setup time and who is responsible for the venue.
A sample invoice
| Description | Qty | Price | Amount |
|---|---|---|---|
| Jollof rice, grilled chicken and sides (per head) | 150 | ₦6,000 | ₦900,000 |
| Small chops (per head) | 150 | ₦2,500 | ₦375,000 |
| Service staff (6 people) | 6 | ₦15,000 | ₦90,000 |
| Chairs and table setup | 1 | ₦120,000 | ₦120,000 |
| Transport | 1 | ₦25,000 | ₦25,000 |
| Total | ₦1,510,000 | ||
| Deposit received | ₦755,000 | ||
| Balance due | ₦755,000 | ||
Sample figures to show the layout. Set your own prices.
Deposit and payment terms
Take a deposit of 50% when the booking is confirmed, since you buy food and book staff early. A common arrangement is the balance 3 to 7 days before the event. State the final headcount date: after it, guest numbers can go up but not down. Put your cancellation rule on the invoice, for example what happens to the deposit if the event is cancelled within a week. Our guide on getting paid on time applies strongly to events, where late payment is common.
Problems a clear invoice prevents
- Guest numbers creeping up. The invoice states the headcount the price is for and the deadline to change it.
- "I thought chairs were included." Every extra is its own line.
- Being paid after the event. The balance is due beforehand, in writing.
- Disputes about the menu. The invoice lists what was agreed.
Questions people ask
How much deposit should a caterer ask for?
Fifty percent is common, so your ingredient and staff costs are covered before the event.
Should the balance be paid before the event?
Yes, ideally a few days before. It removes the risk of chasing a happy but busy host afterwards.
How do I price per head on an invoice?
Show the price per person, the number of guests and the total, so changes in numbers are easy to adjust.
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