Invoice templates for caterers covering weddings, corporate events, private functions, and mobile catering with per-head and package pricing.
A catering invoice records the food, beverages, staffing, and equipment hire involved in delivering catering services for an event. UK caterers work across a wide spectrum — from intimate dinner parties and corporate working lunches to full-scale wedding receptions serving hundreds of guests. The invoice structure often reflects how the client was quoted: per head for events with a confirmed guest count, flat package pricing for buffets or set menus, or itemised billing for à la carte or bespoke menus. Caterers must comply with UK food hygiene regulations and may hold a 5-star food hygiene rating which adds credibility on marketing materials. For events involving alcohol, a premises licence or Temporary Event Notice (TEN) may be required. From an invoicing perspective, food is zero-rated for VAT purposes when supplied for consumption off-premises or as cold takeaway food, but hot food and event catering with table service are standard-rated (20%). Clarity on VAT treatment is essential, particularly for VAT-registered caterers serving both retail and event clients.
| Service | Typical Rate | Unit |
|---|---|---|
| Three-course sit-down meal (per head) | 65 | per head |
| Hot buffet package (per head) | 32 | per head |
| Canapes (12 pieces per person) | 18 | per head |
| Chef on-site (per day) | 350 | day |
| Waiting staff (per person per shift) | 130 | shift |
| Equipment hire (crockery, linen, glassware) | 400 | event |
| Travel and set-up | 150 | flat |
Quote and invoice caterers on a per-head basis wherever possible — it aligns with how clients think about catering costs and makes additions or reductions straightforward to calculate. Lock in the final guest number at least 3 weeks before the event and issue a revised invoice for any changes beyond a small agreed tolerance (typically plus or minus 10%). Take a deposit of 30–40% at booking to cover ingredient pre-orders and staff commitments. The balance is typically due 7–14 days before the event — do not cater an event with an outstanding balance. After the event, issue a supplementary invoice promptly for any agreed extras: additional servings, late bar extension fees, or damage to hired equipment. For corporate catering on account, issue consolidated monthly invoices for regular lunch or meeting room bookings. Ensure your food business registration and allergen procedures are referenced in your terms of business — this protects you and demonstrates compliance. If you hire equipment from a third party, pass these costs through at actual cost or with a disclosed mark-up, listed as a separate line item.