Food Invoice Template

A catering job, of any kind, is never easy, especially if you're the one running the show. From making all the creative food choices, taking care of delivery logistics to coordinating servers and everything in between, you probably don't even have time to take a break. But there's one very important administrative task you must always make time for; Invoicing

When the time comes to request payment, you want to have a professional and well-designed document that helps you provide all the necessary service details and get paid promptly for your hard work. But don't worry, this doesn't mean you have to spend hours writing an invoice for each customer. Instead, you can create a catering invoice template that you can easily fill and send out without much trouble.

Read on to find out what information your invoice template should include.

Note: Step up your invoicing game with Bonsai's all-in-one product suite. We have specialized tools to help you create professional invoices, and help you get paid faster. Regardless of what stage your company is in, we'll help you take it one step further!

Essential Elements of a Catering Invoice Template

When creating your catering invoice template, remember to make it as detailed and easy-to-understand as possible, while still covering all important business-related information. Make sure the following elements are included on your template to achieve flawless invoices every time.

Business Information

Start your catering invoice template with a section for your business information such as name (it could be your full name if registered this way), phone number, street address, email address and website. You can also personalize the invoice template by adding your company logo, industry-related imagery, or any other branding elements you prefer.

If you offer any specialized services such as mobile catering, custom menus, buffet-style service, or a specific cuisine, this is a great place to mention it. This will make your invoices more professional and recognizable for your customers.

Client Information

Next, add a section for your client's information. Include their full name, billing address, phone number, and email address if you send your invoices through email. If applicable, you may also add the customer ID number to make payment tracking and follow-up easier for you.

Invoice Number and Date

All your catering invoices should be numbered. Assigning a unique invoice number can help you keep more organized accounting records, and some accounts payable departments will not accept your invoices without an invoice number (this might be an issue with corporate clients and large companies). Additionally, include the date when the invoice is sent out, which will help you determine the payment due date and apply late fees.

Catered Event

Include a section to specify details about the event you're providing food for. Add the date and type of the event (weddings, birthday parties, funerals, etc...), guest count, as well as the address where the services were provided. If the organizer of the event is someone other than the invoice payer, include their contact details in this section as well.

Catering Services Provided

It's important to make this section of your catering invoice template as detailed and easy-to-understand as possible. You want to leave enough space to include an itemized list of all the food and drinks provided, along with a short description, specifying the unit price, and total cost for each type. Include a list of any additional costs such as servers (along with the labor costs), delivery, cleaning up, etc. Even though these were previously agreed upon with your clients, it's always best to include all the details to avoid misunderstandings.

Totals

The totals section of your catering invoice template must have separate lines to specify the total cost of services before taxes (subtotal), then add the applicable taxes, and provide the total amount due. This is also the ideal section to include any discounts for corporate clients, recurring business, first-time customers etc., by subtracting the discounted amount from the subtotal before you add the taxes.

Payment Details

A key to getting paid on time is to be very clear about your payment terms and instructions. Include all of your accepted payment methods such as debit/credit card, ACH transfer, online payments, or checks, along with the corresponding account numbers, payment links, or mailing address for checks. You must also let your customers know about any late fees that may apply after the invoice due date, payment arrangements available, or even incentives for early payments.

Notes

If you have extra space at the end of your catering invoice template, add a small section to leave a thank you message or a personal note for your clients. Let them know how much you appreciate their business, and look forward to serving them again. This small gesture can help you convey a professional image and at the same time strengthen the relationship with your clients, leading to valuable referrals or more business.

Use Our Free Invoice Template For Your Catering Business

You already spend most of your working day making sure everything runs smoothly and you give the best catering service possible. There's no need to waste hours trying to come up with the perfect catering invoice template. Instead, download Bonsai's fully customizable free invoice template which you can quickly fill-in with client-specific information and have a professional invoice ready to be sent out within minutes.

Once you have personalized your catering invoice template to your liking, simply save it in your preferred file format and keep using it for all the other special events you serve. This way, you'll ensure consistency and professionalism with minimal effort, saving you valuable time that you can invest in growing your business.

For ultimate efficiency, use Bonsai's complete invoicing software to automate the whole process, by seamlessly sending invoices, payment reminders, getting viewing notifications, and even applying late fees automatically to overdue accounts. Our administrative tools are especially designed for freelancers and small business owners like yourself. Come on board, we have you covered!