Food truck operator invoice template

How do food truck operators usually invoice?

Food truck operators invoice private hire for weddings and corporate events as a hire fee plus a per-head price with a minimum guest number, taking a deposit of around 30% on booking and the balance a week before the event. Festival and market trading is cash and card takings with a pitch fee paid to the organiser rather than invoiced. Corporate office visits on a regular slot are invoiced monthly.

Food truck operators in this example give the customer 7 days to pay, after a 30% deposit taken before the work starts. A full day is typically £600 to £1,500.

What should a food truck operator put on an invoice?

Beyond the legal basics, food truck operators should:

• State the service hours, the per-head price and the minimum guest number the price assumes.
• Take a deposit on booking and the balance before the event; there is no one to chase afterwards.
• Charge travel beyond your radius per mile as a separate line.
• Note any dietary options supplied and that the client confirmed numbers by a stated date.

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 food truck operators charge VAT?

Hot food sold from a food truck is standard rated at 20% once you are VAT registered, which is compulsory above £90,000 turnover; a truck trading most weekends will cross it. Private hire for weddings and corporate events is also standard rated. Below the threshold you charge no VAT. Pitch fees you pay to festivals and markets are a cost. The flat rate scheme sector for catering is 12.5%.

On the Flat Rate Scheme the sector for food truck operators 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.