How to Invoice a Catering Order
A walk-through of one catering event's invoice, from the quote the client approves to the final bill after the event, with the guest count, staff, rentals and delivery each shown on their own line.
This guide follows a single catering order from start to finish. For running a catering business's invoicing as a whole, such as menus, booking deposits and regular clients, see the guide to invoicing as a caterer. Links to the catering invoice template and to Billed's page for catering businesses follow below.
Here's one order worked through, using sample figures: a client books a dinner for 80 guests at $42.00 a person, $3,360.00, plus 4 servers for 6 hours at $28.00 an hour, $672.00, chair and linen rental of $260.00 and delivery of $75.00. The approved quote totals $4,367.00. The final count comes in at 86 guests, so the per-guest line becomes $3,612.00 and the invoice totals $4,619.00.
Step-by-step invoicing guide
- 1
Quote the menu per guest
Billed's estimating page says you can "customize units and quantities for each product," so the menu can be one line priced per guest with the guest count as the quantity.
- 2
Add staff, rentals and delivery
Give each its own line, so the client sees what the per-guest price doesn't cover. Billed's help center says: "Click 'Add a line item' and fill this section to add new items and services."
- 3
Note the terms on the quote
Billed's estimating page lists estimate notes: "Add comments and important notes in your estimates for your client." Use them for the final-count deadline and your cancellation terms.
- 4
Get the client's approval
Billed's features page says "your clients can approve or reject your estimates online."
- 5
Convert it once the count is final
Billed's invoice software page says you can "convert an approved estimate into an invoice." When you convert, Billed's help center says "You can add and edit any information here." Change the guest count to the final number.
- 6
Attach the order and set a due date
Billed's help center says "You can add attachments in the form of photos, PDFs, spreadsheets, or files in an invoice." Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay."
Tips for catering invoicing
- Send the invoice soon after the event, while the details are fresh for both of you.
- Show each charge in the unit the client agreed to: per guest, per hour or per item.
- Keep the confirmed order or menu attached, so a question about a line can be answered from the invoice.
- Check your state's rules on sales tax for food, service charges and delivery.
Common invoicing mistakes to avoid
- Billing the quoted guest count after the final count changed
- Folding staff and rentals into the per-guest price where the client can't see them
- No order or menu attached when the client questions a charge
- Sending the bill weeks after the event
How this works in Billed
Per-guest pricing
Price the menu per guest with the count as the quantity, and change it at conversion.
Separate lines for extras
Add staff, rentals and delivery as their own lines on the quote and the invoice.
Approval before the event
The client approves the quote online before you buy food or book staff.
Attachments
Attach the confirmed order, the menu or photos to the invoice.
Payments after the event
After the event, the client can pay online, or hand over a check that you record as an offline payment.
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Part of the order | On the invoice |
|---|---|
| Menu | One line per guest, count as quantity |
| Servers | Hours worked at the agreed rate |
| Chairs and linens | A rental line |
| Final count | Updated when the quote is converted |
When this isn't for you
If your current way of billing each event already works for you, there's no need to switch.