Mobile bar operator invoice template

How do mobile bar operators usually invoice?

Mobile bar operators invoice a hire fee that covers the bar, staff and licence, plus either a pre-paid drinks package per guest or a minimum spend guarantee against which cash bar takings are offset, with a deposit of around 30% on booking and the balance before the event. Any shortfall against the minimum spend is invoiced after the event. The temporary event notice reference and the event hours go on the invoice.

Mobile bar 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 £400 to £1,200.

What should a mobile bar operator put on an invoice?

Beyond the legal basics, mobile bar operators should:

• State the bar hours, staff count and the licence or TEN reference.
• List drinks packages per guest and the minimum spend guarantee, if any, with the shortfall calculation.
• Take the deposit on booking and the hire fee balance before the event; invoice shortfalls after.
• Separate glass hire and collection from the bar fee.

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 mobile bar operators charge VAT?

Alcohol and soft drinks sold from a mobile bar are standard rated at 20% once you are VAT registered, which is compulsory above £90,000 turnover and which most bars with a few events a month will reach. Bar hire and staff fees are also standard rated. You need a temporary event notice or a premises licence for each event to sell alcohol; the invoice should reference it. The flat rate scheme sector for pubs is 6.5%.

On the Flat Rate Scheme the sector for mobile bar operators is usually “Pubs” at 6.5% 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.