Market stall pitch fee invoice template
Market stall pitch fee invoice template for organisers: pitches per market day, electricity, gazebo hire and a marketing fee, with dates and pitch numbers.
Templates by industry
- Pitch fee, 3 × 3 m, per market day
- Electricity hook-up, per day
- Gazebo and table hire, per day
- Marketing contribution, per season
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Pitch fee, 3 × 3 m, per market day" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Marketing contribution, per season". Confirm actual use, supplied extras and the return or service-completion record.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Organisers of farmers’ markets, craft fairs and night markets bill their traders in advance, often for a run of dates. A trader wants to see which days were booked, the pitch size and number, whether power is included and what was hired. This template prices pitches per market day and keeps electricity, gazebo hire and any marketing contribution on separate lines, leaving the notes for pitch numbers, set-up times and what happens if bad weather cancels a market.
Fields to prepare
- Deliverables and line items
- Pitch fee, 3 × 3 m, per market day, Electricity hook-up, per day, Gazebo and table hire, per day, Marketing contribution, per season: record the quantities actually supplied and the service period.
- Pitch fee, 3 × 3 m, per market day
- List the market dates booked and the pitch number, and say whether the pitch leaves room for a vehicle behind the stall.
- Electricity hook-up, per day
- Charge power per day only to traders who booked it, and state the maximum load allowed.
- Gazebo and table hire, per day
- Say what the hire includes, such as gazebo weights, and who sets it up and takes it down.
- Marketing contribution, per season
- Explain what the contribution pays for, such as posters or social media adverts for the season.
- Booking and period
- Identify the venue, equipment or service, quantity, and the start and end of use.
- Included services and extras
- Agree the included use, transport or staff, and units and charges for extra use.
- Scope to agree
- Bill each market day booked with its date and pitch number, list electricity and equipment hire apart, and state the rule if a market is cancelled.
Before sending
- Does “Pitch fee, 3 × 3 m, per market day” show the quantity actually supplied, not the quantity first quoted?
- Is “Electricity hook-up, per day” charged at the rate the customer agreed to, with any change approved?
- Is “Gazebo and table hire, per day” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Marketing contribution, per season” show the quantity actually supplied, not the quantity first quoted?
- Check booking-change and cancellation terms and amounts already paid.
- Name the person who confirms the return or completion time and condition.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Pitch fee, 3 × 3 m, per market day | 4 × $35.00 | $140.00 |
| Electricity hook-up, per day | 4 × $8.00 | $32.00 |
| Gazebo and table hire, per day | 4 × $15.00 | $60.00 |
| Marketing contribution, per season | 1 × $40.00 | $40.00 |
| Subtotal | $272.00 | |
| Sales tax (8%) | $21.76 | |
| Total | $293.76 | |
Net amount $272.00, sales tax $21.76, total payable $293.76.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
What should the invoice say about cancelled market days?
State your rule in advance: a credit for the next date, a refund, or no refund for weather cancellations. Apply it the same way to every trader and note the cancelled date on the next invoice.
Should I list what traders must provide before the market?
Organisers often ask for proof of liability insurance and, for food traders, a registration with the local authority. List what you require in the notes, without stating legal requirements you have not checked for your location.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $21.76 on a net amount of $272.00, for a total of $293.76. The editor recalculates all three when you change a quantity, a price or the country.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Market stall pitch fee invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.