The catering service invoice template is for any company that offers to provide food, with or without service, for an event or private use. A caterer is primarily used in situations where a lot of people need to be fed. Food can either be provided with our without service which would include the help of a wait staff, bartender, hostess, and any other labor as needed.

The catering service will usually combine the total amount of food plus the cost of the hired help (labor).

How to Write in Adobe PDF & Microsoft Word

Download: Adobe PDF or Microsoft Word

1 – Obtain This Paperwork To Bill Your Catering Customers

An Adobe PDF version of the Catering Invoice can be found on this page by clicking on the button or link above. Make sure the pdf editor on your machine is up to date.

2 – The Caterer’s Legal Business Name Should Be Presented

The Name of the Catering Company should replace the words “Company Name.” If the Caterer is an independent contractor then, delete this phrase or place his or her Name in this area. The Name, Address, and Contact Information of the Catering Company are the first items of information this template will require. Several clearly labeled blank lines have been supplied at the top left-hand corner of this page. Use the first four blank lines to present the Name and Address of the Caterer or the Catering Company Representative handling the account. Unless indicated in the Comments section, this will be the Address where the Client sends this Invoice’s payment. The “E-mail” Address and Company Catering Company’s “Phone” number should be made available for the Client’s use on the last two blank lines of this header. It is generally a standard consideration to give the Client an Invoice Number and Invoice Date. Use the blank lines labeled “Invoice #” and “Date” to provide this information to the Client.

3 – The Client Being Billed Should Be Addressed Directly

The Catering Client will have to be clearly documented under the words “Bill To.” This will solidify this document’s recipient. Input the Name and full Address of the Catering Client on the blank lines in the “Bill To” section.

4 – Give A Definition To The Catering Products And Functions Being Billed

The two following sections are both available to document the purchases the Catering Client made from the Company. These transactions will be divided into “Products” and “Labor.” Supply the “Quantity” column with the total number of items the Client purchased, describe the purchased item in “Description,” and record how much one of the purchased item costs in the “Unit Price” column. Multiply the Quantity by the Unit Price value on each row and place the sum in the “Amount” column. Once this is done, total the Amounts reported in the “Total Products” column. The next part of this section, “Labor,” allows you to define how much the Client must pay for the services provided by the Catering Company. This section will deliver a Colum to report the “Hours” and “Description” of the Catering Services, the Caterer’s hourly pay (“$/Hour”), Each row in the “Amount” column should have the product of its “Hours” entry multiplied by its “$/Hour.” Add the numbers you placed in the “Amount” column and present the resulting sum in the box labeled “Total Labor.”

5 – Sum Up The Invoice Total And Document Its Terms

Once all the information reported above has been verified as accurate, supply the sum of “Total Products” and “Total Labor” to the “Subtotal” box then enter the “Sales Tax” the Client must pay. Add the values of both boxes and report the sum in “Total.” The Catering Company can insist this Invoice be paid within a certain number of days after the Client’s Receipt. If this is the case, enter the number of days the Catering Company allows for an on-time payment on the blank line in the statement beginning with “Payment Is Due…” Any Instructions (such as storage instructions) or comments may be supplied to the blank lines that follow the statement “Comments Or Special Instructions” at the bottom of this page.

How to Write in Microsoft Excel (.xlsx)

Download: Microsoft Excel (.xlsx)

1 – Access The Excel File Here To Bill Your Business Client

Select the “MS Excel” button or link to gain access to an Invoice Template geared for the use of a Caterer seeking payment.

2 – Use the First Few Cells In Column A To Present The Billing Company

The Caterer’s Logo should be presented in the top left-hand corner of the invoice. This can be accomplished by replacing the contents of Cell A1 with the Catering Logo used by the billing company. The cell directly below this is reserved for the Catering Company’s Legal Name. Provide this information if the Caterer is a Company with either or both items. The Caterer’s Name or the Name of a Contact Point in this company the Customer may use should be recorded in the third cell in column A. Directly below this, the “Street Address,” “City, State,” “Zip Code,” “E-Mail,” and contact “Phone” number the Customer should use to contact the Caterer or send a payment to should be presented. Two additional cells (“E-Mail” and “Phone”) will allow you to deliver some immediate Contact Information to the Customer. This is often considered a wise consideration.

3 – The Area On The Right Is Reserved To Identify This Paperwork

It’s also important to give the Customer a way to identify his or her payment to the Caterer when it is submitted. This is often done by citing an Invoice Number. Report the “Invoice #” and Invoice “Date” to the cells on the right.

4 – Name The Recipient As The Customer By Providing That Entity’s Information

The Recipient of this Invoice or the Customer shall be documented in the “Bill To” and “Ship To” sections. The party that will receive this Invoice should be documented utilizing the cells directly below words “Bill To” bearing the texts “Name,” “Street Address,” “City, State, Country,” and “Zip Code” to define the Customer information.

5 – Use The Next Section To Detail The Products And Services Provided To The Business Client

The “Products” being sold to the Customer should be easily identified on this Invoice. Document what the Customer purchased in the “Description” column of the “Products” section then, define how many (“Quantity”) were purchased, and the price of a single unit of what was purchased “Unit Price.” The “Amount” of money the Customer must pay the invoicing Caterer for each Product will be calculated then summed up in the “Amount” column. Oftentimes, a Caterer will charge for the hours worked as well as any Products sold. This can be presented in “Labor.” Utilize the first, second, and third column in this section to describe what the Caterer was commissioned for (“Description”), how many “Hours” the Caterer worked on this, and the Caterer’s pay rate (“$/Hour”). The Totals for each commission reported and the total for each job will populate the cells in the “Amount” column of this section. 

6 – The Last Section Will Summarize Terms And Present Any Instructions

The final column of data this spreadsheet will deliver will auto-populate two of its fields (“Subtotal” and “Total”) however, make sure to record any taxes applicable to this Invoice the Customer must pay in the “Sales Tax” box. In many transactions, it is a good idea to define the time frame when a payment will be considered on time. Record the number of days the Customer is allotted after this document’s receipt to pay the amount reported in “Total” just before the word “…Days.” Any payment made after this number of days may be considered late. If no such time limit exists, you may delete this statement. Sometimes, a Customer will require some instructions. For example, if the Products purchased have specific storage requirements it would be considered wise to report such instructions on this Invoice. You may do this in Cell A36. If no such comments or instructions are required, you may leave this untouched or delete the text it contains.