Mobile bar and bartender invoice template
Mobile bar invoice template: bartender hours with set-up, bar hire, drinks package per guest, glassware and ice, with service hours and licensing noted.
Templates by industry
- Bartenders, per hour including set-up
- Mobile bar unit hire
- Drinks package, per guest
- Glassware hire and washing
- Ice and garnish supplies
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Bartenders, per hour including set-up" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Ice and garnish supplies". Confirm actual operating hours and supplied quantities with the event contact and record approved extras.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A mobile bar invoice has to make clear what the host paid for: bartenders for a number of hours, the bar itself, and either a drinks package per guest or drinks charged by consumption. Set-up and pack-down add time guests never see, and glassware hire is easy to forget. This template keeps staff, bar hire, the package, glassware and consumables on separate lines, and leaves the notes for service hours, guest count and who is responsible for licensing.
Fields to prepare
- Deliverables and line items
- Bartenders, per hour including set-up, Mobile bar unit hire, Drinks package, per guest, Glassware hire and washing, Ice and garnish supplies: record the quantities actually supplied and the service period.
- Bartenders, per hour including set-up
- Count each bartender’s hours from arrival to pack-down, not only the service window, and give the number of staff.
- Mobile bar unit hire
- Name the bar unit and any branding or lighting included in the hire.
- Drinks package, per guest
- Bill the package per guest for the final confirmed number, and say which drinks and hours it covers.
- Glassware hire and washing
- Give the number of glasses supplied and whether breakages are charged at a stated price.
- Ice and garnish supplies
- Ice, fruit and garnishes are consumables; bill them as agreed, at a flat price or at cost.
- Event details and time
- Record the date, venue, attendance, and setup, rehearsal, operating and removal times.
- Staffing and supplies
- Specify staff counts and hours, supplied items and the responsibilities of external vendors.
- Scope to agree
- Separate staff hours, bar hire and the drinks package, state the guest count and service hours the package covers, and note who handles any licence the event needs.
Before sending
- Does “Bartenders, per hour including set-up” show the quantity actually supplied, not the quantity first quoted?
- Is “Mobile bar unit hire” charged at the rate the customer agreed to, with any change approved?
- Is “Drinks package, per guest” finished and accepted, or does it belong on a later invoice?
Show 5 more
- Does “Glassware hire and washing” show the quantity actually supplied, not the quantity first quoted?
- Is “Ice and garnish supplies” charged at the rate the customer agreed to, with any change approved?
- Agree when attendance and schedules are finalized and how later changes are charged.
- Check whether overtime, transport, setup and removal are included.
- 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: 5 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Bartenders, per hour including set-up | 10 × $35.00 | $350.00 |
| Mobile bar unit hire | 1 × $320.00 | $320.00 |
| Drinks package, per guest | 80 × $14.00 | $1,120.00 |
| Glassware hire and washing | 1 × $160.00 | $160.00 |
| Ice and garnish supplies | 1 × $85.00 | $85.00 |
| Subtotal | $2,035.00 | |
| Sales tax (8%) | $162.80 | |
| Total | $2,197.80 | |
Net amount $2,035.00, sales tax $162.80, total payable $2,197.80.
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
Who is responsible for the alcohol licence?
Rules on serving or selling alcohol at events differ by place and by whether drinks are sold or included. Agree in writing who checks and holds any permit, and note it on the invoice.
How do I bill drinks by consumption instead of a package?
Record opening and closing stock for each product, bill the bottles or measures used at the agreed prices, and attach the stock sheet so the host can check it.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $162.80 on a net amount of $2,035.00, for a total of $2,197.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
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.
Read next
Reading for the Mobile bar and bartender 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.