Catering Invoice Generator
Create a professional catering invoice for weddings, corporate events and parties — with guest count, deposit and balance-due math built in — then download as a clean PDF, free with no sign-up.
Your Business Information
Client Information
Brand Your Invoice
Invoice design
Invoice Details
Line Items
VAT (catering always standard-rated — no reduced rate for food service) is applied only to line items with the “VAT (catering always standard-rated — no reduced rate for food service)” box ticked.
Signature
Add your authorised signature. It will only appear on the invoice preview and PDF if you actually sign.
Preview:
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| Invoice Date | — |
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Buffet menu — entrée, side, dessert (per person) | 1 | £0.00 | £0.00 |
| Passed hors d'oeuvres (per person) | 1 | £0.00 | £0.00 |
| Bar service — beer & wine package (per person) | 1 | £0.00 | £0.00 |
| Waitstaff — servers & bartenders (hours × staff) | 1 | £0.00 | £0.00 |
| Delivery & setup fee | 1 | £0.00 | £0.00 |
| Table linens & place settings rental | 1 | £0.00 | £0.00 |
| Service charge (18%) | 1 | £0.00 | £0.00 |
| Less: deposit received | 1 | £0.00 | £0.00 |
| Subtotal | £0.00 |
| VAT (catering always standard-rated — no reduced rate for food service) (20%) | £0.00 |
| Total | £0.00 |
Catering invoice generator for UK events and food-service businesses
Create a UK catering invoice for weddings, corporate events, parties, office catering, buffets, canapes, bar service, staff, delivery, setup, hire items, service charge, deposit and balance due.
UK catering invoices should connect the charge to the event: date, venue, guaranteed guest count, menu, service style, staffing, equipment hire, dietary notes and deposits. Food-service VAT, allergen information and food-business registration make catering different from a generic event invoice.
What a UK catering invoice should include
Catering invoices are often approved against an event quote or booking contract, so the invoice should show the event details as well as the usual invoice fields.
- Caterer name, address, contact details and VAT number if registered.
- Client or event host name, billing address, company or PO reference where relevant.
- Event date, venue, event type and guaranteed guest count.
- Service style: buffet, plated, canapes, drop-off, family style or office catering.
- Menu, drinks, staff, delivery, setup, breakdown, equipment hire and service charge separately.
- Deposit, booking payment, final balance and payment due date.
- Dietary, allergen, access, setup and timing notes.
VAT on UK catering and service charges
HMRC VAT Notice 709/1 says supplies made in the course of catering are standard-rated, including third-party event catering and cooking or food preparation at a customer's home. It also says any supply of food or drink as part of a catering contract is standard-rated.
The same notice says compulsory service charges are standard-rated, while a freely given tip above the total charge is outside the scope of VAT. Keep service charges and voluntary tips separate.
Food business registration and allergens
Food Standards Agency guidance says food businesses should register with the local authority at least 28 days before opening. Catering businesses should also keep allergen information and dietary requirements visible in their event paperwork.
Use the invoice notes for allergen, dietary, venue access, setup time, power, water and service notes that affect the event delivery.
Deposits, guest count and final balance
Caterers often invoice a booking deposit and then the balance after the final guest count. Show the full package or menu charge, then show the deposit already received as a credit so the client sees the gross event cost and remaining balance.
Common UK catering invoice mistakes
- Leaving out the event date or venue.
- Not stating the guaranteed guest count used for pricing.
- Mixing menu, staff, bar, hire, delivery and service charge in one line.
- Treating catering as zero-rated grocery food when it is supplied as a catering contract.
- Not separating a compulsory service charge from a voluntary tip.
- Omitting allergen or dietary notes needed by the event team.
United Kingdom Invoice Generator