Edit your own catering invoice
Replace the example with your event, client, guest-count, menu, staffing, equipment, delivery, VAT and payment details, then download or print it.
Start the free editorFree Catering Invoice Template UK
Create and download a catering invoice online with event, guest-count, menu, staffing, hire, delivery, deposit and VAT details. No account needed.
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Free UK catering invoice template
Create, review and download a catering invoice
Add your catering business and customer details, a unique invoice number, event and invoice dates, the venue, final agreed guest count, menu, staffing, hire, delivery, applicable VAT, deposit and balance due. Review the complete customer copy before you download it.
Check a worked UK example
See per-guest food, reception service, staff, equipment, delivery and a deposit-and-balance note separated clearly.
View the worked exampleSave and reuse the workflow
Continue into Experi when you want stored invoices, reusable clients and services, payment-status tracking and an auditable record of what was issued. Plan limits apply.
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Worked Invoice Preview
See a realistic worked example. Applying it in Experi keeps the structure and leaves prices blank until you enter your own.
WORKED EXAMPLE · Fictional details and illustrative prices · Not a payment request
The Kitchen Table Catering
The Old Bakery
5 Mill Lane
Cambridge, CB2 1RQ
United Kingdom
caterer@example.com
Invoice
Invoice No:INV-00001
Issue Date:03 Sept 2026
Due Date:17 Sept 2026
Bill To
Sarah Thornton
Thornton & Associates Solicitors
Castle Chambers
15 Castle Street
Cambridge, CB3 0AH
United Kingdom
customer@example.com
| Description | Qty | Unit Price | Total |
|---|---|---|---|
Corporate lunch buffet - 40 guests 3-course selection with dietary options | 40.00guests | £18.50 | £740.00 |
Canapé service - pre-event reception 5 varieties, 3 pieces per person | 40.00guests | £8.00 | £320.00 |
Staff - front of house (2 servers, 4 hours) Serving and clearing | 2.00staff shifts | £65.00 | £130.00 |
Equipment hire - crockery, cutlery, glassware 40 full place settings | 1.00Flat Rate | £120.00 | £120.00 |
Delivery and setup Including collection after event | 1.00Flat Rate | £75.00 | £75.00 |
Subtotal:£1,385.00
Total:£1,385.00
Notes
Thank you for choosing The Kitchen Table. Final guest numbers were confirmed 5 days prior. Any dietary requirements were accommodated as requested.
Payment Details
50% deposit on booking confirmation, balance due 7 days before event. Bank transfer preferred.
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What to check for this job
An event invoice combines food priced per guest with service staff, equipment and delivery. Reference the agreed guest count and menu version so the organiser can reconcile the final bill with the booking.
See the caterers workflow in Experi →- Event date, venue and booking reference
- Agreed guest count and menu/package
- Staff hours, hire and delivery scope
- Earlier invoices and payments checked
Watch out: Do not bill a deposit twice or rely on inventory service lines for ingredient usage. Keep sensitive guest dietary or allergy information out of invoice notes.
How to use this invoice template
Open the free editor to replace the example with your own event, customer, guest-count, service and payment details. Review the result before downloading or printing it. The separate worked-example PDF is not editable and is not an issued invoice.
Enter your business details
Add your business name, address, contact information, and VAT number if applicable.
Add client information
Enter your client's name, company (if applicable), address, and contact details.
Add line items
List all services provided, including corporate lunch buffet - 40 guests, canapé service - pre-event reception, staff - front of house (2 servers, 4 hours), equipment hire - crockery, cutlery, glassware, delivery and setup. Include quantity, unit price, and any notes.
Set payment terms
Specify payment due date and payment methods. Include bank details or other payment instructions.
Review, print or send
Preview your invoice, print a customer copy, download the PDF, or send it directly by email.
Invoice details and record-keeping notes
Recommended job details
- Reference the event date, venue, booking and final agreed guest count
- Keep detailed allergy or dietary records in the booking record, not on the invoice
- Show any deposit already invoiced or paid before the final balance
Record and VAT notes
- Catering contracts are generally standard-rated for VAT; cold takeaway and some other food supplies can be treated differently
- Use the VAT rate that applies to the actual supply and keep supporting purchase and sales records
- Check HMRC's current catering and takeaway guidance or ask an adviser when a supply mixes food, service and hire
Check the current official guidance on what invoices must include and VAT invoicing records. For catering VAT, also check HMRC's catering and takeaway food guidance.
Frequently Asked Questions
What should a catering invoice include?
Include the usual invoice details such as a unique number, supplier and customer details, issue and supply dates, amounts, applicable VAT and the total due. For catering, also reference the event date, venue, booking, final agreed guest count and menu, then separate per-person food, staffing, equipment hire, delivery and other agreed charges.
How does VAT work for catering businesses?
If you are VAT registered, supplies made in the course of catering are generally standard-rated, including catering contracts for events. Cold takeaway food and some other supplies can be treated differently. Apply the rate that fits the actual supply and check HMRC's current catering and takeaway guidance when food, service and hire are combined.
Can a catering invoice show a deposit?
Yes. Show the full agreed charges, identify any deposit already invoiced or paid, and make the remaining balance clear so it is not billed twice. Agree deposit and cancellation terms before the booking; the amount and any refund rights depend on the contract and customer type.
How do I handle last-minute guest number changes?
Use the final guest count and cut-off date agreed in the booking terms, and reference when the count was confirmed. Put approved last-minute additions on separate lines. Do not change the charging basis on the invoice unless the customer already agreed it.
Is this catering invoice template free?
Yes. You can open the catering structure in Experi's online editor, replace the fictional example with your own details, review the invoice and download its PDF without creating an account.
Is the catering PDF download an editable blank template?
No. The direct PDF download is a fictional worked example with illustrative prices. Use the free online editor when you want to enter your own event, customer, line-item, VAT and payment details before downloading a PDF.
Ready to create your catering invoice?
Open the free editor with the catering structure ready, add the real event and billing details, then download the reviewed PDF.
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