Caterer invoice template

How do caterers usually invoice?

Caterers price per head and invoice in three stages: a booking deposit of around 25%, a second payment when final numbers are confirmed, usually two to four weeks before the event, and the balance after the event with any extras such as additional guests or bar sales. Staff, equipment hire and travel are listed separately from the per-head food price. Corporate clients on account are invoiced after each event on 14 to 30 day terms.

Caterers in this example give the customer 14 days to pay, after a 25% deposit taken before the work starts. Hourly rates run from £25 to £45. A full day is typically £300 to £600.

What should a caterer put on an invoice?

Beyond the legal basics, caterers should:

• State the final guest number and the per-head price; the final number is what the invoice is based on.
• Invoice the deposit on booking and a second instalment when numbers are confirmed.
• List staff hours, equipment hire and travel as separate lines from food.
• Reference the event date, venue and the menu version agreed.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do caterers charge VAT?

Catering is standard rated at 20% once you are VAT registered, which is compulsory above £90,000 turnover; wedding and corporate caterers cross it quickly. Food supplied as part of a catering service, including delivered buffets, is standard rated even where the same food would be zero rated in a shop. Below the threshold you charge no VAT. The flat rate scheme sector for catering is 12.5%.

On the Flat Rate Scheme the sector for caterers is usually “Catering services including restaurants and takeaways” at 12.5% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.