Professional Catering Invoice Template
Create detailed invoices for event catering, corporate functions, weddings, and private dining with clear breakdowns.
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The Kitchen Table Catering
| Description | Qty | Unit Price | Total |
|---|---|---|---|
Corporate lunch buffet - 40 guests 3-course selection with dietary options | 40.00 | £18.50 | £740.00 |
Canapé service - pre-event reception 5 varieties, 3 pieces per person | 40.00 | £8.00 | £320.00 |
Staff - front of house (2 servers, 4 hours) Serving and clearing | 2.00 | £65.00 | £130.00 |
Equipment hire - crockery, cutlery, glassware 40 full place settings | 1.00 | £120.00 | £120.00 |
Delivery and setup Including collection after event | 1.00 | £75.00 | £75.00 |
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Create Your Invoice NowLegal & HMRC Requirements
Legal Requirements
- Confirm final guest numbers and cut-off date for changes
- Detail allergen information and dietary accommodations
- Include cancellation terms and minimum spend requirements
HMRC Requirements
- Food ingredients are generally zero-rated for VAT, but catering services are standard-rated at 20%
- Keep supplier receipts for all food and beverage purchases
- Staff wages and hire costs are deductible business expenses
Frequently Asked Questions
What should a catering invoice include?
Break down costs per head for food and drink, list staffing charges separately, and include any equipment hire, delivery, and setup fees. Specify the event date, venue, final guest count, and any special dietary requirements catered for.
How does VAT work for catering businesses?
Catering is a standard-rated supply at 20% VAT, unlike cold takeaway food which can be zero-rated. If your turnover exceeds £90,000 you must register for VAT. Once registered, you can reclaim VAT on ingredients and business expenses.
Should I charge a deposit for catering events?
Yes, a 50% non-refundable deposit on booking is standard practice. This secures the date and covers your ingredient purchasing costs. State deposit and cancellation terms clearly on your invoice and in your booking confirmation.
How do I handle last-minute guest number changes?
Set a cut-off date (typically 5-7 days before the event) after which the quoted guest count is final. Charges should be based on the confirmed numbers or actual attendance, whichever is higher. State this policy on your invoice.
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