Chef invoice template

How do chefs usually invoice?

Freelance and relief chefs invoice restaurants and pubs weekly by the shift or day, listing each date and the hours, on 7 to 14 day terms, with agency work often paid through the agency's self-billing. Menu development and consultancy days are invoiced separately at a higher rate. HMRC looks hard at chefs working regular shifts for one kitchen, so genuine self-employment means several clients and the ability to send a substitute.

Chefs in this example give the customer 14 days to pay. Hourly rates run from £18 to £35. A full day is typically £180 to £320.

What should a chef put on an invoice?

Beyond the legal basics, chefs should:

• List each shift date and hours; kitchens reconcile against their rota.
• Invoice weekly to match the hospitality cash cycle.
• Charge menu development and consultancy at a stated day rate, separate from shift work.
• Keep more than one client and record it; a single-kitchen chef on regular shifts looks like an employee.

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 chefs charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, these services are standard rated at 20%.

On the Flat Rate Scheme the sector for chefs 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.