Catering invoice template
Catering invoice template for events, buffets and private dining. Add the menu, guest numbers and staff, then download a PDF. Free, no sign-up, no watermark.
How to make a catering invoice
- 1
Add your details
Enter your business name, address and contact details. Add a logo if you have one. We remember them for next time.
- 2
Add the work
Fill in your client, then list the menu per head, staff and equipment hire. Switch on VAT only if you are VAT registered.
- 3
Download your PDF
Check the preview, press Download PDF and send it to your client. No sign-up and no watermark.
What to put on a catering invoice
- Your name or business name, and your address.
- Your client's name and address.
- A unique invoice number. Keep them in order so they are easy to track.
- The invoice date, and the date you supplied the goods or services if it is different.
- A description of what you supplied, with quantities and prices.
- The total amount due and the date it should be paid by.
- How to pay you, such as your bank details.
- If you are VAT registered: your VAT number, the tax point, the VAT rate and the VAT amount.
- The event date, venue and the final guest numbers.
- The menu price per head, with staff and equipment hire on separate lines.
- If you are VAT registered, VAT is normally charged on catering. Check the GOV.UK guidance if you are unsure which rate applies.
This is general guidance, not tax or legal advice. GOV.UK has the full rules on invoices and VAT.
Questions
How do I charge per head?
Put the number of guests as the quantity and your per head price as the unit price.
Can I charge for staff and equipment?
Yes. Add lines for serving staff and hire so the client can see where the cost goes.
What if guest numbers change?
State the agreed number in the notes and invoice for the final confirmed number.
Is VAT charged on catering?
If you are VAT registered, catering is normally standard rated. Check the GOV.UK guidance for your case.