Invoicing Software for Catering Businesses

The U.S. Census Bureau's NAICS definition of industry 722320, Caterers (2022 NAICS; checked October 30, 2026), says: "This industry comprises establishments primarily engaged in providing single event-based food services." It adds: "Examples of events catered by establishments in this industry are graduation parties, wedding receptions, business or retirement luncheons, and trade shows."

Since each event is priced on its own, the bill starts as a quote the client approves, with a total that depends on the guest count, the menu and the staff the event needs.

Billed's invoice software page says you can "save the products and services you sell so you can pull them into an invoice instead of retyping them." For a caterer, that means saving menu items, staffing and rentals once, then adding them to each event's estimate. Billed's estimating page says you can "customize units and quantities for each product," so a menu line can be priced per guest and a staffing line per hour.

The same page says you can "Attach important files and images with your estimates" and "Add comments and important notes in your estimates for your client," which is a place for the menu and event details. It also says you can "Share your online estimates with your clients via shareable public link." When the client approves, Billed's features page says you can "Convert your estimate to invoice with a single click after getting approval from your client." If the guest count changes, Billed's help center says that after you convert, "You can add and edit any information here."

These are sample figures, not suggested prices or rates. A company books a buffet lunch for 120 guests. The estimate has four lines: buffet lunch, 120 guests at 28.50 = 3,420.00; servers, 3 for 5 hours at 30.00 an hour = 450.00; place-setting rental, 120 at 1.75 = 210.00; and a service charge of 18% of the food, 3,420.00 × 18% = 615.60.

The total is 3,420.00 + 450.00 + 210.00 + 615.60 = 4,695.60. Sales tax isn't shown, because which of these charges are taxable depends on your state.

The contract asks for 30% at booking and the rest after the event, so the invoice has two scheduled payments: 4,695.60 × 30% = 1,408.68 due at booking, and 4,695.60 − 1,408.68 = 3,286.92 due after the event. Together they equal the invoice total.

The IRS (US; page last reviewed or updated July 31, 2026) says: "Extra amounts charged to a bill, such as mandatory service charges, are not tips and are not eligible for the qualified tips deduction." It describes service charges as "amounts required by an establishment as part of a customer’s bill, such as automatic charges for large parties or other mandatory fees."

List a service charge as its own line on the estimate and invoice, and say what it covers. How you treat it for payroll and tax, and whether any state rules apply, is a question for your accountant.

If your contract asks for part of the total before the event, Billed's help center describes scheduled payments on one invoice: "You can let your clients pay the amount in installments through this option. Clients can pay several installments against a single invoice." For each one, it says to "Add a percentage or flat amount and the due date for each installment." It also says "the sum of all installments should be equal to the total balance of the invoice."

Billed's payments page says "Billed integrates with Stripe to enable online payments on invoices." and "Add your Paypal account to Billed to start accepting payments via Paypal on your invoices." For cash or checks, Billed's invoice software page says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place." It adds: "After a client pays, you can send them a payment receipt." Billed's invoice software page also says "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder." and "Payment reminders can be customized."

For a client who orders lunch every week, Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once. Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop." It adds: "Billed creates the invoices automatically and either sends them or saves them as drafts for you to check." Saving them as drafts suits orders whose guest count changes from week to week, because you can check each invoice before it goes out.