Invoice Template for Caterers
From wedding breakfasts to corporate lunches, catering invoices need to clearly itemise food, staff, equipment hire and any extras. Our free template helps UK caterers send polished invoices that get paid on time — no accounting software needed.
Create Your Invoice NowWhat to Include in Your Caterer Invoice
- Your business name, address and contact details
- Client name and event details
- Invoice number and date of issue
- Event date, time and venue
- Itemised menu with per-head or per-item pricing
- Staff costs (chefs, waiting staff, bar staff)
- Equipment hire (crockery, glassware, chafing dishes)
- VAT breakdown if VAT-registered
- Deposit already paid and remaining balance due
Caterer Invoicing Tips
- 1Always take a deposit (typically 25–50%) at booking and show it as a line item on the final invoice.
- 2Itemise everything — clients appreciate transparency and it reduces queries about the total.
- 3Include your food hygiene rating and registration number to build trust with new clients.
- 4Set payment terms of 7–14 days for the balance, with the due date clearly stated.
- 5Add a clause for last-minute guest count changes (e.g. final numbers confirmed 7 days before the event).
Frequently Asked Questions
What should a catering invoice include?
A catering invoice should itemise the menu (with per-head costs), staffing charges, equipment hire, travel costs, any extras like decorations, the deposit already paid, and the outstanding balance. Always include the event date and venue for reference.
Do caterers need to charge VAT in the UK?
If your catering business turnover exceeds the VAT threshold (£90,000), you must register and charge VAT at 20% on most catering services. Hot takeaway food and catering is standard-rated, unlike cold takeaway food which can be zero-rated.
How do caterers handle deposits on invoices?
Issue a deposit invoice when the booking is confirmed, then a final invoice after the event. The final invoice should show the total cost, subtract the deposit received, and display the remaining balance. This keeps your records clean for HMRC.
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