Caterer Invoice Template UK
Invoice catering with per-head menus, staff and equipment on separate lines, an event reference built in, and a clean PDF download. Free, no sign-up.
- Per-head or itemised menu
- Staff & equipment split
- Event reference
- One-click PDF download
1Your business
2Invoice details
3Client & payment
4Line items
| Description | Qty / covers | Rate | Amount |
|---|
| Description | Qty / covers | Rate | Amount |
|---|---|---|---|
| Add line items to see them here | |||
What a caterer invoice should show
A caterer invoice is a standard UK invoice with the event detail a client expects: your name and address, a unique invoice number, the invoice date, the client name, the event name and date, and the work itemised. Split food, staff, equipment hire and any extras onto separate lines so the client can see what was supplied and what was service.
- Food and menu — priced per head or itemised by dish, with covers shown.
- Staff — chefs, servers and bar staff, on their own line.
- Equipment hire — ovens, fridges, tables, glassware — a pass-through cost.
- Extras — tastings, late-night service, corkage, itemised and agreed before the event.
Reference the event name and date on every invoice. Clients run several events and match payment to the event — an invoice with a name and date beats one without every time.
Deposits and final invoices
For events, take a deposit when the booking is confirmed and reference it on the final invoice. The client sees the deposit, the balance, and the total, and there is no argument about what was already paid. A common structure is a 25-50% deposit on booking and the balance due before or after the event.
VAT for caterers
Only VAT-registered businesses charge VAT. Many caterers are above the £90,000 VAT threshold and must charge VAT on food and service. If you are registered, tick the VAT box and the invoice shows the net, VAT and gross totals a VAT invoice needs. If you are not registered, leave the box unticked and no VAT appears.
Records for self-assessment
Every invoice is income for your self-assessment return. Keep the PDFs, mark each one received once paid, and your income figure is the total of what you invoiced.
How this invoice tool works
Fill in your details
Your name, trading name, address and the client or event you are catering for. The invoice builds itself beside the form.
Split menu, staff and equipment
Put food, staff, equipment hire and any extras on separate lines so the client can check each part.
Download the PDF
Save a clean invoice in one click — no watermark — then email it to your client and keep a copy for your records.
Already sent it and still waiting?
Four ready-made follow-up emails, from a friendly nudge to a final notice.
More free invoice tools
Frequently asked questions
What should a caterer invoice include?
Your name and trading name, your address, a unique invoice number, the invoice date, the client name, the event name and date, food, staff and equipment itemised separately, the total and your payment details. VAT only if you are VAT-registered.
Should I separate food from staff and equipment?
Yes. Separate lines let the client check each part of the service independently, and equipment hire can be matched to a hire receipt.
Should I take a deposit?
Yes — a deposit on booking secures the date and covers materials. Reference it on the final invoice so the balance is clear.
Do caterers charge VAT?
Only if your business is VAT-registered. Many caterers are above the threshold and must charge VAT on food and service.
Is this caterer invoice template free?
Yes — create and download unlimited invoices with no sign-up and no watermark on the PDF.
General guidance only — this is not legal, tax or accounting advice. Last reviewed 22 September 2026.