How to create a catering invoice (with examples).
Create invoices for your catering business in a few simple steps. Customize your template, instantly share digital documents, and receive payments easily — all within one convenient app.
Catering business owners have a lot on their plates. From large-scale events to taking payments, all these tasks can be a lot to manage. Whether you’re a private caterer or a large catering company, you likely invoice clients on a regular basis.
Give your customers a branded experience from start to finish. Learn how to design your own catering invoices and streamline workflows so that your business gets paid on time.
Why your catering business should use professional invoices.
What is an invoice? Professional invoices serve as a formal agreement between a buyer and a seller. They provide a record of products, services, prices, and payment terms so you and your client can stay organized, especially for catering businesses with many moving parts.
Companies can use different types of invoices, each tailored to individual scenarios. For catering service invoices, you’ll include line items specific to the industry that are important to account for, such as:
- Food costs
- Labor costs
- Setup and breakdown fees
- Delivery fees
- Gratuity
How to write a catering invoice step by step.
Let’s dive into how to write an invoice specifically for a catering business.
As you create your catering invoice PDF outline, follow these suggestions for what to include:
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Create a header for your invoice with your business information, contact information, and service date
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Prominently display a unique invoice number
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List the client’s contact information
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Create lines in the middle of the document and note each item that will be charged
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Show the total invoiced amount and payment instructions at the bottom of the page
Always remember to check local and state laws to ensure your catering services invoice is in compliance. Plus, follow best practices and include all details, such as:
- All services provided
- Rented equipment or materials
- Food and beverages
Create branded catering invoice PDF.
Your catering invoice should follow your company branding, including logos. Be sure to include your contact information and your client’s information. The date of service and unique invoice number should be located at the top of the page.
When you create your first branded catering invoice, you can reuse the same PDF for subsequent invoices by duplicating the document and replacing any old information with new information.
What’s the proper catering invoice format?
Once you’ve created your catering invoice outline, be sure that the document is in a clear, concise format.
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List the catering services provided with descriptions of any food or drinks.
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Include other items such as plates, cutlery, wait staff, menus, and clean-up services.
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Add the quantity of these items and their costs to the respective line.
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Calculate any payable tax and the grand total of services.
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Provide payment instructions.
Terms and conditions can be included at the end of the document or on an additional page. Catering invoices can also include a thank you note or message to show gratitude to your client.
Catering invoice example.
[Your Catering Company Logo]
XYZ Catering Company
987 Main Street
Anywhere, NY 11111
(123) 123-4567
Info@XYZCatering.com
XYZCatering.com
_____________________
Invoice date: 1/10/2024
Invoice number: INV01234
_____________________
Bill to: Jane Smith
ABC Company
123 Main Street
Anywhere, NY 11111
_____________________
Description of services:
01/02/2024 | Buffet Lunch for 50 guests | $3,000
01/02/2024 | Hors d’oeuvres for cocktail hour | $500
01/02/2024 | Dinner service with staff | $500
01/02/2024 | Rental of tables and chairs | $250
_____________________
Subtotal: $4,250
Tax (8%): $340
Total amount due: $4,590
_____________________
Payment terms: Due upon receipt
Thank you for your business!
_____________________
Peter James
Sales Manager
XYZ Catering Company
Make collecting invoice payments easy.
Caterers ask customers for signatures to acknowledge receipt of an invoice or when sending the payment. Always make sure you’ve added a signature and payment field to the form.
Adobe Acrobat for business makes this easy by seamlessly integrating payment gateways to ensure secure payments and detailed transaction histories. Once you’ve reviewed your invoice and entered the recipient’s contact info, you’ll have a digital copy that’s ready to go.
Give your catering business that special sizzle — explore what more you can do with Acrobat for business today.