What an Exhibitor Invoice Includes
An exhibitor's accounts payable team pays what it can match: a company name, a purchase order if they use one, a clear description and a due date. An invoice that names the show, the booth and each item separately gets paid faster than one that says "Booth package, $4,850".
| Field | What goes in it | Example |
|---|---|---|
| Invoice number | Unique, never reused | EXPO26-0142 |
| Invoice date | Date issued | [DATE] |
| From | Your legal name, address, tax ID if required | [ORGANIZER LEGAL NAME] |
| Bill to | Exhibitor company, billing contact, address, PO number | [COMPANY], Attn: [NAME], PO [NUMBER] |
| Show | Show name, dates and venue | [SHOW NAME], [DATES], [VENUE] |
| Booth | Booth number, size and type | Booth 412, 10x20, corner |
| Line items | Description, quantity, unit price, amount | Booth space, 200 sq ft |
| Tax | Rate and amount, if taxable in the venue's jurisdiction | [RATE]% on taxable items |
| Payments received | Deposit and any other payments, with dates | Deposit received [DATE] |
| Balance due | Total minus payments | $2,425.00 |
| Due date | Matches your deposit policy | [BALANCE DUE DATE] |
| Payment instructions | Pay link, check address, ACH or wire details | [PAYMENT LINK] |
| Terms | Cancellation and late payment terms, or a link | See [POLICY LINK] |
Copy-Ready Booth Rental Invoice
Filled Exhibitor Invoice Example
The example below uses sample prices for a 10x20 corner booth with a 50 percent deposit already paid. Your rates, tax rate and items will differ.
| Line item | Qty | Unit price | Amount |
|---|---|---|---|
| Booth space, 10x20 (200 sq ft) at $18 per sq ft | 1 | $3,600.00 | $3,600.00 |
| Corner premium | 1 | $300.00 | $300.00 |
| Electrical, 500 watts | 1 | $175.00 | $175.00 |
| Wired internet | 1 | $250.00 | $250.00 |
| Additional exhibitor badges | 2 | $50.00 | $100.00 |
| Sponsorship: aisle sign | 1 | $500.00 | $500.00 |
| Early booking discount | 1 | -$75.00 | -$75.00 |
| Subtotal | $4,850.00 | ||
| Tax (not applicable in this example) | $0.00 | ||
| Total | $4,850.00 | ||
| Deposit received, card, [DATE] | -$2,425.00 | ||
| Balance due by [DATE] | $2,425.00 |
Price each booth size the same way every time so invoices match your published rates; the exhibitor pricing calculator works out booth prices from a rate per square foot and premiums, and the booth rate card template gives a price list layout to publish.
Invoicing Workflow and Payment Terms
- Issue the first invoice the same day as the booking, showing the deposit as received
- Send a balance statement or payment request about 30 days before the due date
- Use the same due date and release terms as your booth deposit policy
- Invoice add-ons ordered later separately, with their own number
- Record offline payments against the invoice the day they arrive, and send a receipt
- Void and reissue an incorrect invoice rather than editing a sent one
- Keep a credit note template for refunds and cancellations
When invoices are generated by hand from a spreadsheet, the usual errors are a booth number that changed, a missing add-on and a deposit that was paid but not recorded. Exhibitor management software keeps orders, invoices and payment status on each exhibitor's record, and booth sales software creates the order the moment an exhibitor picks and pays for a booth.