Catering Invoice Template UK: Free Download + How to Invoice
A guide to catering invoices in the UK. What to include, when to send them, and a free template to get started. Covers VAT, deposits, and payment terms.
Published 15 May 2026 · Last reviewed 20 March 2026
What goes on a catering invoice
A catering invoice is a request for payment after (or before) an event. Unlike a quote, which estimates costs, an invoice is a formal document. Get the basics right and you avoid delays, disputes, and missed payments.
Every catering invoice should include:
| Element | Example |
|---|---|
| Your business name and address | Jane Smith Catering, 12 High Street, Bristol BS1 4AA |
| Your contact details | Email, phone number |
| Client name and address | Mr and Mrs Johnson, event address if different |
| Invoice number | Unique sequential number (INV-001, INV-002, etc.) |
| Invoice date | The date you issue the invoice |
| Event date and description | "3-course dinner for 40 guests, 15 March 2026" |
| Itemised costs | Per-head food cost, staff, travel, equipment |
| Subtotal | Before VAT (if applicable) |
| VAT (if registered) | 20% on catering services |
| Total due | The amount the client must pay |
| Payment terms | "Due within 14 days of invoice date" |
| Payment details | Bank account, sort code, or payment link |
A note on VAT
If your taxable turnover exceeds the VAT registration threshold (check the current threshold on GOV.UK), you must register for VAT and charge it on your catering services. Catering is standard-rated at 20%.
If you are below the threshold, you do not charge VAT and should not show it on your invoice. Voluntarily registering for VAT can be beneficial if your costs include significant VAT-able purchases, but it adds administrative complexity. Speak to an accountant if unsure.
Deposits and staged payments
For events booked weeks or months in advance, a deposit protects you against last-minute cancellations and covers your upfront costs (ingredient ordering, equipment hire).
A common structure:
| Stage | Amount | When |
|---|---|---|
| Deposit | 25-50% of estimated total | On booking confirmation |
| Balance | Remaining amount | 7 days before the event |
The deposit is typically non-refundable if the client cancels within a certain period (e.g., 14 days before the event). State this clearly in your terms.
For recurring clients (weekly meal prep, regular corporate lunches), monthly invoicing after the fact is standard.
CaterCost does this automatically.
Recipe costing, event pricing, and allergen tracking — built for UK micro-caterers.
Per-head vs itemised invoicing
Per-head invoicing is simple for the client: "40 guests x £55 per head = £2,200". It is clear and easy to verify. Use this for most events.
Itemised invoicing breaks down food, labour, travel, and equipment as separate line items. This is more transparent but opens each line to negotiation. Use this for corporate clients or larger events where the client's procurement team requires a breakdown.
You can combine both: show the per-head price for food and list service charges, travel, and equipment separately.
When to send invoices
| Scenario | When to invoice |
|---|---|
| Deposit for a future booking | Immediately on booking confirmation |
| Balance before the event | 7-14 days before the event date |
| Post-event final invoice | Within 2-3 days after the event |
| Recurring meal prep | End of each month or each delivery batch |
Send invoices promptly. Delayed invoices lead to delayed payments. If you wait 2 weeks to invoice after an event, the client has mentally moved on and the payment sits in their queue.
Chasing late payments
Payment terms of 14 or 30 days are standard. If payment is overdue:
- Day 1 after due date: Friendly email reminder — "Just a quick note that invoice INV-023 was due yesterday. Details below."
- 7 days overdue: Second email — firmer tone, reattach the invoice.
- 14 days overdue: Phone call or final written notice with a deadline.
- 30+ days overdue: Consider a formal demand letter or small claims court for amounts worth pursuing.
For future bookings with the same client, require a deposit before confirming. Non-payment on a previous event is a signal.
Tools for quoting and invoicing
Calculate your per-head costs before building the invoice. The catering cost per head calculator gives you the food cost, overhead cost, and suggested selling price per head for any event.
For an overview of how to structure your quotes (which become the basis for your invoices), see our quoting guide for caterers.
This guide covers catering invoicing for UK-based caterers. It does not constitute financial, legal, or tax advice. For advice on VAT registration and compliance, consult a qualified accountant.