Delivered a successful catering service and now looking to send an invoice? If you’re searching for a catering invoice template, you’ve come to the right place. In this post, we’ll share 25 free, downloadable catering invoice templates you can use right away. We’ll cover the key details you need to include in an invoice and introduce a tool to help you send invoices with ease and receive payments up to three times faster. Let’s dive in!
Table of Contents:
What is a Catering Invoice?
A catering invoice is a document that lists all the services and items you provided for an event, along with their costs. It provides a clear breakdown of everything your client needs to pay for, from menu items to setup, cleanup, and any extras like rentals or staff charges. Sending an invoice ensures that both you and your client are on the same page about what was provided and the total amount due.Sending an invoice is a professional way to request payment and keeps records organized for both you and your client.
Key Details to include in your catering invoice:
- Your Business Information: Start with your catering business name, logo, address, phone number, and email so clients know who the invoice is from.
- Client Information: Add your client’s name, address, phone number, and email for future reference.
- Invoice Number and Date: Assign a unique invoice number and the date you’re sending it. This helps both you and the client track it later.
- Event Details: Briefly include the event type, date, time, and location to confirm what service the invoice covers.
- Itemized List of Services: Break down each service you provided, including food items with quantities and costs, as well as any additional services like setup or staff, to keep things clear and detailed.
- Total Cost and Payment Terms: Add up the costs, include any taxes or discounts, and show the final amount due, along with the payment deadline.
- Payment Methods: Clearly state accepted payment options (like bank transfer or PayPal) so your client knows how to pay.
- Additional Notes or Terms: Mention any special terms, like cancellation policies or late fees, to avoid misunderstandings.
Here’s an example catering invoice created using CheckYa with all the Key Details:
Now that you know the key details to include in your catering invoice, here are 25 ready to use invoice templates that you can download in all formats.
Download 25 Ready-to-Use Catering Invoice Templates in PDF, Excel, Word, Google Docs, and Google Sheets
Download catering invoice templates in Pdf format
Download catering invoice templates in Word format
Download catering invoice templates in Excel format
Download catering invoice templates in Google Docs format
Download catering invoice templates in Google Sheets format
Best Tool to Send Catering Invoices
If you’re sending invoices regularly, relying on templates every time can become repetitive and harder to manage. Instead, consider using an invoicing tool, which makes tracking, sending automated reminders, and managing payments much easier and more organized.
One tool we recommend is CheckYa, which is free to start and requires no upfront fees or credit card details. CheckYa provides a ready-made invoice template with all the essential details, so you just need to fill it out and send it to your client.
Here’s what makes CheckYa a great choice for catering invoices:
- Automated Reminders: CheckYa lets you set reminders that notify your clients 2 days before the due date, so you don’t have to chase payments manually.
- Multi-Currency Invoicing: You can invoice in any currency irrespective of your location.
- Flexible Payment Options: With CheckYa, you can connect your Stripe and PayPal accounts, allowing clients to pay via credit card, debit card, ACH, PayPal, Apple Pay, Google Pay, and more.
- Customizable Add-Ons: You can add tax and discounts directly to the invoice, making it easy to adjust for specific client needs.
- Handle Transaction Fee: CheckYa also allows you to pass on a portion of the transaction fee to your clients (between 50-100%), giving you flexibility in managing payment processing fees.
- Comprehensive Payment Tracking: With CheckYa, you can see all paid, unpaid, and overdue invoices in one place, so no matter how many invoices you send, you have a complete overview.
Conclusion
Now that you know the essential details to include in a catering invoice, have 25 ready-made templates, and a free tool to send invoices and receive payments, You can create clear, professional invoices, track payments easily and even send automated reminders. Next time you need to send an invoice, skip the hassle—choose a template or try CheckYa to streamline your invoicing process. 
