HOW TO CREATE A CATERING INVOICE

Whether you're starting a food truck catering business, or your restaurant is beginning to offer on-premises catering, it's essential to create a catering invoice for every event. While creating an invoice sounds like a daunting task, we're here to help. Follow our guide on how to create a catering invoice.

Why Are Catering Invoices Important?

The invoice provides clients and businesses with a summary of the payment terms, service details, time, and other important information. Sending an invoice to your client is important because it allows you to:

• Maintain records: You can keep a legal record of the services and meals that your company will offer on the day of the event. An invoice helps avoid miscommunication between you and your clients to ensure clients know what to expect. It also provides you with documentation of your business's financial history and track revenue.

• Protect your company: Invoices help protect your business by laying out the work you complete, payment terms, services offered, and other details you and clients agree on.

• Easily file taxes: Recording and safely storing all your catering sales makes it painless to report your company's income.

• Analyse your business: You can track your clients' buying patterns, identify trends, popular meals, and the time of year your services are in high demand. Staying up to date on purchasing patterns will allow you to develop effective marketing strategies.

What Should Your Invoice Include?

Whether you're offering a plated dinner at a wedding or a staff-service buffet at a corporate event, your catering invoice needs to include specific details. A detailed invoice provides clients with an overview of services and prices, allowing them to know what to expect. The invoice also gives staff information on the location, time, and services. Detailed invoices help you remain organized and ensure you and your clients are on the same page.

Company Information

At the top of the invoice, you should include your company's name, address, phone number, email, and website. Including your contact details ensures clients know how to get in touch with you if they have any questions.

Client Information

When speaking to your clients, ask them for their full name, email address, phone number, and mailing address. Having their information will allow you to send the invoice to the correct email or address and guarantee the legality of the invoice.

Invoice Number and Date

Each invoice you send must have a unique invoice number to ensure that you properly document your income for tax purposes. You can set invoice numbers in chronological order to make it easy to keep track of invoices by date. You can also assign each client a unique invoice number and add additional numerals to their number when they rehire you.

Invoices should be dated when you send them out and not on the date they were created to manage payment terms.

Service Information

The service information should include the venue name, location, telephone number, and other essential information your catering team may need. If it's off-premises, you should also have the time of arrival and departure. This way, clients will understand how long you'll provide your service.

Food & Services Ordered

It's vital to include the quantity of food and the type of services you are offering at the event. Your clients can confirm that they are receiving everything they want and are paying for. This will also let chefs know the amount of food they need to prepare, and staff understand what pre-event preparations need to be done.

Order Details

Depending on the catering service you're providing, you may want to bill by quantity, hours, or a flat rate. Regardless of the types of services you're offering, you should provide clients with a complete breakdown of each service. Consider including the subtotal, tax, service fee, and other applicable charges for the event.

Personalized Note

Adding a customized note to your invoice will put a smile on your client's face and is an easy way to show your appreciation. You can add a message that says, "thank you for your business" or "looking forward to seeing you soon."

Terms & Conditions

The terms and conditions section includes all your business's payment terms such as due dates and penalties for late payments. If you are sending the invoice to an international client, clarify the currency you're using to avoid confusion.