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Bakery Invoice Template

Two free bakery invoices, one for wholesale standing orders to cafés and restaurants and one for custom cake orders, each as a blank PDF and as Word and Excel files with sample values

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Quick answer:A bakery invoice is for orders the customer pays after delivery instead of at the counter. This page has two: a bakery wholesale invoice that bills a café, restaurant or shop for a period of standing-order deliveries, listed by date at quantity × unit price, plus a delivery fee; and a custom cake order invoice that records the event and agreed design, prices the cake, decorations, delivery and setup, and takes off the deposit already received. Both have a sales tax line that starts at 0% and end with the amount due. Each comes as a blank print-and-fill PDF and as Word and Excel files with sample values; in Excel the line amounts and totals are formulas.

WHOLESALE INVOICE

Bakery

Business name:
Example Bakehouse
Address:
8 Example Mill Road, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
WB-1146
Invoice date:
Nov 16, 2026
Payment terms:
Net 14
Due date:
Nov 30, 2026
Delivery period:
Nov 9-13, 2026

Bill to (wholesale customer)

Business name:
Example Corner Café
Address:
51 Sample Avenue, Sampletown
Accounts contact:
[Name and email]
Customer account no.:
WS-022

Standing order

Delivery days:
Mon, Wed and Fri, by 6:30 a.m.
Price list:
Wholesale price list, effective Sep 1, 2026
PO no.:
[PO no., if required]

Deliveries

  • Item: Butter croissantsAmount: 52.20
    Date:
    Nov 9
    Qty:
    36
    Unit:
    each
    Unit price:
    1.45
  • Item: Sourdough loaf, 28 ozAmount: 38.00
    Date:
    Nov 9
    Qty:
    8
    Unit:
    loaf
    Unit price:
    4.75
  • Item: Blueberry muffinsAmount: 28.80
    Date:
    Nov 9
    Qty:
    24
    Unit:
    each
    Unit price:
    1.20
  • Item: Butter croissantsAmount: 52.20
    Date:
    Nov 11
    Qty:
    36
    Unit:
    each
    Unit price:
    1.45
  • Item: Sourdough loaf, 28 ozAmount: 38.00
    Date:
    Nov 11
    Qty:
    8
    Unit:
    loaf
    Unit price:
    4.75
  • Item: Cinnamon rollsAmount: 28.80
    Date:
    Nov 11
    Qty:
    18
    Unit:
    each
    Unit price:
    1.60
  • Item: Butter croissantsAmount: 69.60
    Date:
    Nov 13
    Qty:
    48
    Unit:
    each
    Unit price:
    1.45
  • Item: Sourdough loaf, 28 ozAmount: 47.50
    Date:
    Nov 13
    Qty:
    10
    Unit:
    loaf
    Unit price:
    4.75
  • Item: Blueberry muffinsAmount: 28.80
    Date:
    Nov 13
    Qty:
    24
    Unit:
    each
    Unit price:
    1.20
Deliveries subtotal383.90
Subtotal
383.90
Delivery fee
22.50
Sales tax, if applicable (0%)
0.00
Amount due
406.40

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Account WS-022, invoice WB-1146

Order notes

  • Delivery fee: 7.50 per delivery, 3 deliveries in this period.
  • Prices are from the wholesale price list effective Sep 1, 2026.
  • Changes to the standing order need 48 hours' notice.

Thank you for your order. Please quote the invoice number with your payment.

Bakery wholesale invoice: sample preview. Download it below with the other layout.

Key Features

Everything you need in a professional invoice template.

Bakery wholesale invoice for a delivery period: every delivery by date, with item, quantity, unit, unit price and amount
Standing order details: delivery days, the price list the prices come from and the customer's account and PO numbers
Custom cake order invoice with the event, venue, delivery time, tiers and servings, flavors and design notes
Cake priced per serving, decorations and stand rental on their own lines, plus a separate delivery and setup section
Delivery fee (wholesale), a sales tax line that starts at 0%, and "Less: deposit received" (custom cake) before the amount due
Blank PDF to print, plus Word and Excel files with sample values; the Excel line amounts, subtotals, tax and amount due are formulas

Download one of 2 invoice layouts

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own.

WHOLESALE INVOICE

Bakery

Business name:
Example Bakehouse
Address:
8 Example Mill Road, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
WB-1146
Invoice date:
Nov 16, 2026
Payment terms:
Net 14
Due date:
Nov 30, 2026
Delivery period:
Nov 9-13, 2026

Bill to (wholesale customer)

Business name:
Example Corner Café
Address:
51 Sample Avenue, Sampletown
Accounts contact:
[Name and email]
Customer account no.:
WS-022

Standing order

Delivery days:
Mon, Wed and Fri, by 6:30 a.m.
Price list:
Wholesale price list, effective Sep 1, 2026
PO no.:
[PO no., if required]

Deliveries

  • Item: Butter croissantsAmount: 52.20
    Date:
    Nov 9
    Qty:
    36
    Unit:
    each
    Unit price:
    1.45
  • Item: Sourdough loaf, 28 ozAmount: 38.00
    Date:
    Nov 9
    Qty:
    8
    Unit:
    loaf
    Unit price:
    4.75
  • Item: Blueberry muffinsAmount: 28.80
    Date:
    Nov 9
    Qty:
    24
    Unit:
    each
    Unit price:
    1.20
  • Item: Butter croissantsAmount: 52.20
    Date:
    Nov 11
    Qty:
    36
    Unit:
    each
    Unit price:
    1.45
  • Item: Sourdough loaf, 28 ozAmount: 38.00
    Date:
    Nov 11
    Qty:
    8
    Unit:
    loaf
    Unit price:
    4.75
  • Item: Cinnamon rollsAmount: 28.80
    Date:
    Nov 11
    Qty:
    18
    Unit:
    each
    Unit price:
    1.60
  • Item: Butter croissantsAmount: 69.60
    Date:
    Nov 13
    Qty:
    48
    Unit:
    each
    Unit price:
    1.45
  • Item: Sourdough loaf, 28 ozAmount: 47.50
    Date:
    Nov 13
    Qty:
    10
    Unit:
    loaf
    Unit price:
    4.75
  • Item: Blueberry muffinsAmount: 28.80
    Date:
    Nov 13
    Qty:
    24
    Unit:
    each
    Unit price:
    1.20
Deliveries subtotal383.90
Subtotal
383.90
Delivery fee
22.50
Sales tax, if applicable (0%)
0.00
Amount due
406.40

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Account WS-022, invoice WB-1146

Order notes

  • Delivery fee: 7.50 per delivery, 3 deliveries in this period.
  • Prices are from the wholesale price list effective Sep 1, 2026.
  • Changes to the standing order need 48 hours' notice.

Thank you for your order. Please quote the invoice number with your payment.

Bakery wholesale invoice

A wholesale invoice from a bakery to a café, restaurant or shop on a standing order: each delivery by date with items at quantity times unit price, a delivery fee, a tax rate cell and the amount due for the period.

A request for payment — shows the amount due

In the Excel file, each line amount is a formula: "Qty" × "Unit price". The section subtotals, subtotal, tax and amount due are formulas too. The tax rate sits in its own cell, so you can change it.

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CUSTOM CAKE INVOICE

Bakery

Business name:
Example Bakehouse
Address:
8 Example Mill Road, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
CC-0587
Invoice date:
Nov 20, 2026
Payment terms:
Due 7 days before the event
Due date:
Dec 5, 2026
Order confirmed:
Oct 15, 2026

Bill to

Client name:
Avery Example
Address:
19 Sample Lane, Sampletown
Phone / email:
[Phone or email]

Event and design

Event:
Wedding reception
Event date:
Dec 12, 2026
Venue:
Example Barn, 300 Sample Road, Sampletown
Delivery time:
2 p.m.
Tiers and servings:
3 round tiers (6, 8 and 10 in.), about 74 servings
Flavors:
Vanilla bean and lemon, with raspberry filling
Design notes:
Semi-naked finish in white buttercream; handmade sugar flowers in blush and ivory; gold-leaf accents on the middle tier

Cake

  • Description: Three-tier cake, flavors and filling as aboveAmount: 481.00
    Qty:
    74
    Unit:
    serving
    Price:
    6.50
  • Description: Sugar flowers, handmadeAmount: 96.00
    Qty:
    12
    Unit:
    flower
    Price:
    8.00
  • Description: Gold-leaf accentsAmount: 35.00
    Qty:
    1
    Unit:
    tier
    Price:
    35.00
  • Description: Cake stand rentalAmount: 25.00
    Qty:
    1
    Unit:
    stand
    Price:
    25.00
Cake subtotal637.00

Delivery and setup

  • Description: Delivery to the venueAmount: 45.00
    Qty:
    1
    Unit:
    trip
    Price:
    45.00
  • Description: Setup and final decoration on siteAmount: 40.00
    Qty:
    1
    Unit:
    setup
    Price:
    40.00
Delivery and setup subtotal85.00
Subtotal
722.00
Sales tax, if applicable (0%)
0.00
Total
722.00
Less: deposit received
250.00
Amount due
472.00

How to pay

Accepted methods:
Card, bank transfer or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice no. CC-0587

Order terms

  • The deposit of 250.00 received on Oct 15, 2026 to book the date is applied above.
  • Design changes are accepted until Dec 1, 2026.
  • Servings are based on wedding-size slices. The cake stand is to be returned within 7 days of the event.

Thank you for your order. Please quote the invoice number with your payment.

Custom cake order invoice

An invoice for a custom cake: the event date, design notes, tiers and servings, flavors and decorations, delivery and setup, a tax rate cell, the deposit already received and the amount due before the event.

A request for payment — shows the amount due

In the Excel file, each line amount is a formula: "Qty" × "Price". The section subtotals, subtotal, tax, total and amount due are formulas too. The amount due is the total minus the deposit received. The tax rate sits in its own cell, so you can change it.

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Two bakery invoices on this page

A bakery sends an invoice when the customer pays after the order instead of at the counter. This page has one for each of two cases:

  • Bakery wholesale invoice. For cafés, restaurants and shops that take a standing order from you. One invoice covers a delivery period and lists every delivery in it by date.
  • Custom cake order invoice. For a cake made to order for an event. It records the event and the agreed design, prices the cake and its delivery and setup, and takes off the deposit the client paid to book the date.

An invoice asks for payment by a due date. It isn't a quote or a receipt. To price a custom cake or a large order before the customer confirms it, send an estimate; the catering estimate template works for event food. When money comes in, a receipt confirms it: a payment receipt for a paid invoice, or the catering and event receipt on the restaurant receipt page for an event that's paid on the day.

What's on the bakery wholesale invoice

  • Your bakery's details, then the invoice number, invoice date, payment terms, due date and the delivery period the invoice covers
  • "Bill to (wholesale customer)": the business name, address, accounts contact and customer account number
  • "Standing order": the delivery days, the price list the prices come from and a PO number if the customer uses them
  • A "Deliveries" table with date, item, quantity, unit, unit price and amount for every delivery in the period, plus three blank rows
  • Deliveries subtotal, subtotal, delivery fee, "Sales tax, if applicable" and the amount due
  • A "How to pay" section with placeholders for your own payment details, and order notes on how the delivery fee was worked out, which price list applies and how much notice changes to the standing order need

The sample bills a café for three deliveries in one week; every figure in it is a placeholder.

Standing orders, price lists and returns

Agree the terms of a standing order when you open the account: the delivery days and times, how much notice the customer must give to change or pause the order, the payment terms and how often you'll invoice. Put them in writing, and repeat the ones that matter on each invoice; the sample's order notes do this for the notice period.

Name the price list on the invoice, with its effective date. When you change wholesale prices, tell your customers before the new list takes effect, and invoice each delivery at the price that applied on its date.

Bill what you actually delivered, not what the standing order says. If a delivery was short or the customer added items on the day, change those lines.

Whether you take back unsold, stale or damaged goods, and how you credit them, is a business term between you and the customer. Agree it in advance: what qualifies, how and by when the customer reports it, and whether the credit goes on the next invoice. The template has no separate returns line. To give a credit, use a blank row in the "Deliveries" table: enter the date, describe it (for example, "Credit: 6 croissants damaged in delivery"), enter the quantity as a negative number and keep the unit price, so the amount comes off the subtotal. In the Excel file, the amount formula handles a negative quantity; in Word or on the PDF, write the amount with a minus sign and adjust the totals yourself.

The delivery fee in the sample is a flat charge per delivery, explained in the order notes. In the Excel file, the delivery fee is a typed amount, not a formula, so update it when the number of deliveries changes.

What's on the custom cake order invoice

  • Your bakery's details, then the invoice number, invoice date, payment terms, due date and the date the order was confirmed
  • "Bill to": the client's name, address and phone or email
  • "Event and design": the event, event date, venue, delivery time, tiers and servings, flavors and design notes
  • A "Cake" table with description, quantity, unit, price and amount: the cake priced per serving, decorations priced on their own lines, a cake stand rental, one blank row and a cake subtotal
  • A "Delivery and setup" table for delivery to the venue and setup on site, with one blank row and its own subtotal
  • Subtotal, "Sales tax, if applicable", total, "Less: deposit received" and the amount due
  • "How to pay", and "Order terms": the deposit applied, the last date for design changes, how servings were counted and when the cake stand must be returned

The sample is a three-tier wedding cake for about 74 servings. Its payment terms make the balance due 7 days before the event. Every figure is a placeholder.

Deposits, design approval and cancellations

Whether you take a deposit, how much it is and when the balance is due are your decisions; there's no standard figure. Agree them when the client books. When the deposit arrives, give the client a receipt for it. If you need it paid before you'll hold the date, invoice it separately; the deposit invoice template is built for that. On the custom cake invoice, the deposit goes in as a credit after the total, so the amount due is what's left, and the order terms say when it was received.

Before you start baking, get the design agreed in writing: the tiers, servings, flavors and decoration, plus a sketch or reference photo if you use one. Put the agreed details in the design notes, and set a last date for changes (Dec 1 in the sample). If the client asks for a change after the design is agreed and it costs more, add it to the cake table as its own line, so the client can see the difference.

Write your cancellation policy into the order when the client books, including what happens to the deposit at different points before the event. Rules on deposits, cancellations and refunds for consumers depend on where you sell, so check them before you call a deposit non-refundable.

Delivery and setup have their own section so the client can see what they cost. Say in the order terms when your responsibility for the cake ends, for example once it's set up at the venue, and when any rented stand must come back.

Sales tax, allergens and home bakeries

Sales tax. Whether tax applies to bakery items, delivery, setup, rentals and decorations depends on where you sell and on how the item is sold. Both templates start the tax rate at 0%, so check with your state or local tax agency before entering one. One example: in California, CDTFA Regulation 1602 lists bakery products among the food products that tax doesn't apply to, except as provided in other regulations (hot prepared food is one exception). The same regulation says that when a cake is sold with non-edible decorations and "the price of the non-edible decoration is separately stated, then tax applies to such charge." If a wholesale customer says it shouldn't be charged tax because it's buying to resell, ask your tax agency what documentation you need to keep before leaving tax off.

Allergens. An invoice isn't a food label. In the US, FDA names the major food allergens as "milk, eggs, fish, Crustacean shellfish, tree nuts, peanuts, wheat, soybeans, and sesame," and says the law "requires that food labels identify the food source of all major food allergens used to make the food." FDA adds that these labeling requirements extend to retail and food-service businesses that package and label food, but not to food wrapped or boxed after a customer orders it. So for food you package and label, the allergen information belongs on the label. On the invoice, record any allergy or dietary request the customer gave you, in the design notes or order notes, so you both have it in writing.

Home bakeries. If you bake in a home kitchen, check whether you're allowed to sell to businesses at all. In California, for example, CDPH says a Class A cottage food operation "can sell home-kitchen prepared foods directly to the public," while a Class B operation can sell them "directly to the public or indirectly through restaurants and food markets." For questions about a cottage food operation there, CDPH says to contact your local environmental health department. Elsewhere, check the rules where you sell.

How to fill in the templates

  1. Pick the wholesale invoice for a standing order, or the custom cake invoice for a one-off order.
  2. Add your bakery's details, the invoice number, the invoice date, payment terms and the due date as a calendar date. On the wholesale invoice, add the delivery period; on the cake invoice, the date the order was confirmed.
  3. Fill in Bill to. For wholesale, add the customer's account number, delivery days, price list and PO number if they use one. For a cake, fill in the event and the agreed design.
  4. List each delivery by date, or each part of the cake, with quantity and price. If you run out of rows in the Excel file, insert new rows above the last blank row so they fall inside the subtotal formula, and copy the amount formula into them.
  5. Enter the delivery fee on the wholesale invoice (0.00 if there isn't one) and any deposit received on the cake invoice (0.00 if none). Set the sales tax rate only if tax applies to you. Don't delete these rows: in the Excel file, the totals refer to them.
  6. In the Excel file, the line amounts, subtotals, tax and amount due are formulas. On the wholesale invoice, tax is worked out on the subtotal plus the delivery fee; if your delivery fee isn't taxable, change the tax formula to use the subtotal only. On the cake invoice, tax is worked out on the subtotal, which includes delivery and setup. In Word or on the PDF, work the totals out yourself.
  7. Replace the payment placeholders with your own details, update the notes or order terms, then send the invoice and keep a copy.

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What's included in this invoice template

Estimate Bakery invoice Receipt
When you send it Before the customer confirms the order After delivery, or on the date your terms say When payment is received
What it says What the order will cost What was delivered or ordered and what's owed What was paid
Deposit May state the deposit you'll ask for Takes off a deposit already received Confirms the deposit or final payment
Due date No; may show a valid-until date Yes, with payment terms No
On this site Catering estimate This page Payment receipt, restaurant receipt

When this isn't for you

If the customer pays at the counter or at pickup, give them a receipt instead of an invoice. If a custom order isn't confirmed yet, send an estimate first. If you're billing for a whole event that includes your cake, the event planner or caterer may put your price on their own invoice as one line.

How To Send Invoices With Billed

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Frequently Asked Questions

Common questions about this invoice template.

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