How to Use Invoicing for Your Catering Business

Catering Hero

Does your restaurant offer catering services? Here’s what you need to know about sending professional invoices to your customers.

Running a catering business can be equally as rewarding as it is challenging. Phenomenal time management and organizational skills are required to run a successful catering company. A catering business also needs to pay attention to food safety, work well as a team, and keep track of costs.

There are several types of catering, such as wedding, mobile, and corporate catering. Restaurants typically offer these different types of catering depending on how formal or casual the event may be. Restaurants do catering events by offering menus and packages that are designed specifically for catering purposes. These menus and packages typically include a variety of dishes that are suitable for large groups and can be easily transported to the event location. The restaurant may also provide additional services, such as setup, service staff, and equipment rentals.

Catering events are a popular way for restaurants to expand their business and offer their services to a wider audience. They provide an opportunity for the restaurant to showcase its culinary skills and menu offerings, and can help generate additional revenue and increase brand awareness. 

To successfully keep track of costs and payments, catering invoices play an important role in the catering business. 

Invoicing made easy
Create and send digital invoices that your customers can easily pay online and in person with Toast Invoicing.

First, what is a catering invoice?

A catering invoice is a document that is used by catering businesses to bill their customers for the services and products provided. It typically includes details such as the date of the event, the type of services provided, the items included in the catering package, the total cost, and any additional charges or fees. To make the process easier, you can use a template to ensure that all the necessary information is included on the invoice.

Catering invoices serve as a record of the transaction between the catering business and the customer, and provide a formal request for payment. They are an important part of the catering process and help to ensure that both parties are clear on the terms of the agreement and the amount due.

So, what are some of the advantages of catering invoices?

  • Clear documentation on what is being requested of your business
  • Formal payment requests, as well as payment reminders (if you’re using an invoicing software platform)
  • Organized records that will help you refer back to past orders easily, if necessary

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How do I create a catering invoice?

A catering invoice should include the following information:

  • Your business name, company logo, and contact information, including address, phone number, and email address
  • The name and contact information of the customer, including the name of the person or organization, their address, phone number, and email address
  • Dates, including the invoice date and the date the event will take/took place
  • A unique invoice number for the order
  • A detailed description of the food services provided, including the type of event, the number of guests, the menu items, and any additional services such as setup, service staff, or equipment rentals
  • The cost of each item or service, including the unit price and the total price for each item or service
  • The total amount due, including any applicable taxes or fees
  • Payment terms and methods, including the payment due date and the accepted payment methods (e.g. check, credit card, debit, cash, etc.)
  • Any additional information or terms and conditions that may be relevant, such as cancellation policies or discounts

Overall, a catering invoice should include all the necessary information for the customer to understand the charges and make payment in a timely and accurate manner. It should be clear, concise, and easy to understand, and should accurately reflect the services and products provided by the restaurant.

The invoice type may vary as there are both physical paper invoices and digital ones. Digital invoicing has become increasingly popular as it is more environmentally friendly and efficient. You can send digital invoices via email, Google Docs, or through a digital invoicing platform.

Should I use invoicing software for my catering business?

In the past, many businesses used pen and paper for their catering service invoices. However, this can be time-consuming and prone to error.

Today, invoicing software can help small businesses streamline the process and easily keep track of both past and future orders. With invoicing software, your restaurant can create professional-looking invoices that are easily tracked and maintained. This way, there’s a digital trail and proof of payment (or even late payments). 

In addition to these perks, invoicing software can give your business access to reporting. The more data and insights business owners have, the better they can improve their food services. It’s thanks to invoicing software that you no longer need to track all your sales on your own in Excel — the software does it for you automatically.

Say goodbye to paper invoices and manual payment tracking. Start using invoicing software for your catering service invoices today.

Are you a current Toast customer? Learn how you can start using Toast Invoicing today.

DISCLAIMER: This information is provided for general informational purposes only, and publication does not constitute an endorsement. Toast does not warrant the accuracy or completeness of any information, text, graphics, links, or other items contained within this content. Toast does not guarantee you will achieve any specific results if you follow any advice herein. It may be advisable for you to consult with a professional such as a lawyer, accountant, or business advisor for advice specific to your situation.