Free Invoice Template for Catering

Catering invoices are typically multi-line — clients want to see what they are paying for:

• Per-head food cost — confirmed final headcount × per-head rate
• Beverage package — separate from food, often per head or on consumption
• Service staff — waiters and bartenders, charged per hour per person
• Kitchen staff and chefs — fixed event fee or hourly
• Equipment hire — glassware, china, tables, linen, ovens
• Travel and setup time if billable
• Service charge or gratuity — disclosed in advance

Catering events typically follow a multi-payment schedule:

1. Booking deposit — 25–50% to secure the date, non-refundable inside a cancellation window
2. Final headcount payment — 7–14 days before the event, balancing for confirmed numbers
3. Final invoice — post-event for any overage, additional staff time, or extras

Issue a separate invoice for each stage with clear references. invoicePrivate makes it easy to duplicate the booking invoice and adjust for final headcount.

Catering is one of the more complex VAT areas. In the EU and UK, prepared food and catering services are usually taxable at the standard rate even where cold takeaway food is zero-rated. For events, the entire bundle (food + drinks + staff) is typically standard-rated. Always show the VAT breakdown clearly on the invoice — corporate clients especially need this for their tax records.