Free food truck invoice generator
Bill private bookings and corporate lunches the way they are actually sold: a minimum guarantee, a per-head rate, travel and staffing, with the deposit credited.
Build your food truck invoice
Prefilled with a corporate lunch service. Replace the guarantee, headcount and travel, then download.
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What is a food truck invoice?
A food truck invoice is for the bookings, not the window. Walk-up service runs on a card reader; what needs a real document is the corporate lunch, the wedding, the brewery residency and the festival — bookings with a minimum, a call time and a client who will forward the invoice to an accounts department.
The core of the pricing is the minimum guarantee: the revenue the truck must make to justify closing the window somewhere else. If per-head sales exceed it, the client pays the higher figure; if not, they pay the minimum. Stating both on the invoice makes the structure obvious and stops the "but only forty people came" conversation.
Around that sit the costs that make mobile service expensive — travel and mileage beyond a radius, generator fuel, staffing beyond the standard crew, permits and health department fees for the jurisdiction, and any commissary or venue charge. Each is a line, because each is a decision the client made about where and when to hold their event.
What to include
Everything below is already in the generator above — this is what each part is for.
Event details
Date, service window, location and the on-site contact.
Booking structure
Minimum guarantee, per-head rate or flat buyout, and which applied.
Headcount and menu
Guests served, the menu package, and any dietary or allergen accommodations.
Travel and setup
Mileage beyond the included radius, generator fuel, and early arrival or hold time.
Staffing
Crew count and hours, including any additional server or expeditor the volume required.
Permits, fees and deposit
Event permit or health fees, venue or commissary charges, and the deposit credited.
Three steps to a finished PDF
Enter the booking
Client, event date, service window, location and the agreed structure.
Bill the guarantee or headcount, then the extras
Whichever applied, then travel, staffing, permits and any bar or dessert add-ons.
Download and send
Download the PDF, credit the deposit and send it to the accounts contact within a day of the event.
Minimums, deposits and pricing mobile service
Always set a minimum
A booking is not worth the fuel unless it clears what the truck earns on a good service. Set a minimum by day of week and season, quote it plainly, and invoice the greater of the minimum and actual per-head sales. Bookings without a minimum are how trucks end up driving ninety minutes for four hundred dollars.
Bill travel honestly and specifically
- Include a radius in the base price, then charge per mile beyond it.
- Bill generator fuel and propane on long services.
- Charge for early call times, hold time between setup and service, and late-night strike.
Deposits and cancellation
A date is a whole day of capacity. Take 25–50% non-refundable to hold it, with the balance due on or before the event, and publish a sliding cancellation scale: full refund of the balance beyond thirty days, partial inside fourteen, none inside seventy-two hours. Weather is the difficult case — write down in advance who bears the risk of an outdoor event being rained off.
Corporate clients pay on paper, not on the day
A corporate lunch client will not hand you a card at the window; they will ask for an invoice with a PO number and pay in thirty days. Get the PO and the accounts payable email before the event, put both on the invoice, and send it within twenty-four hours. Trucks that treat corporate work like retail wait two months for money that was always going to be slow.
Three mistakes that delay payment
Booking with no minimum guarantee
Attendance is the client's risk, not yours. The minimum is what makes the day worth closing the window for.
Travel absorbed into the per-head price
Distance, fuel and hold time are the real cost of mobile service. Show them.
No PO or accounts contact on corporate work
Without them the invoice sits unmatched in an inbox for weeks.