Restaurants and catering teams need invoices that itemize menus, guest counts, service fees, and event details clearly enough for corporate AP departments to approve. A restaurant invoice template covers catering jobs, private dining, and wholesale food-service billing without reinventing the layout each time. This guide shows required fields, a sample invoice, and free PDF creation on FreeInvoiceOnline.com.
Useful for restaurants, catering companies, and ghost-kitchen B2B orders.
Key Takeaways
- Include event or delivery date, guest count, and menu packages on catering invoices.
- Separate food, beverage, service staff, gratuity, and delivery/setup fees.
- Corporate clients often need PO numbers and itemized tax where applicable.
- Create a free restaurant invoice PDF with FreeInvoiceOnline.com.
What a restaurant invoice should include
A restaurant or catering invoice includes your business details, client details, invoice number, dates, event or delivery information, itemized food and service charges, fees, tax, gratuity if billed, total due, and payment instructions. Add venue address and banquet event order (BEO) references when relevant.
Catering and private dining
Name the package or menu, list per-person charges times guest count, and show guaranteed minimums if your contract uses them. Bill overtime staff or last-minute guest increases as separate lines.
Service fees vs. gratuity
If you charge a service fee, label it accurately and separately from optional gratuity so clients understand what is required. invoice requirements guide
Restaurant invoice template example
INVOICE #INV-RST-2026-091
From:
Portside Kitchen & Catering
500 Harbor Street, Boston, MA 02210
[email protected] | (617) 555-0168
Bill To:
Apex Software Inc.
Attn: Events / Accounts Payable
1 Federal Street, Boston, MA 02110
PO #: PO-5590
Invoice Date: July 12, 2026
Due Date: July 27, 2026 (Net 15)
Event: Q3 client dinner | Event Date: July 10, 2026
Venue: Portside Private Dining Room
| Description | Qty | Rate | Amount |
|--------------------------------------------|-----|---------|-----------|
| Plated dinner package | 40 | $68.00 | $2,720.00 |
| Non-alcoholic beverage package | 40 | $12.00 | $480.00 |
| Service staff (4 attendants, 4 hours) | 16 | $35.00 | $560.00 |
| Room setup & breakdown fee | 1 | $150.00 | $150.00 |
| Service fee (18%) | 1 | — | $703.80 |
Subtotal: $4,613.80
Sales Tax (0%): $0.00
Total Due: $4,613.80
Payment Methods: ACH or check
Notes: Guaranteed guest count: 40. Thank you for hosting with us.
Guest count, PO, and fee lines give corporate clients everything AP needs.
Deposits and final event invoices
For large events, collect a deposit at booking and a final invoice after the event based on actual guest count and approved extras. Credit the deposit on the final bill. Reference the signed catering contract or BEO number.
Common restaurant invoicing mistakes
Bundling food and fees into one number, missing PO references, and delaying invoices until weeks after the event slow payment. Same-week invoicing while the event is fresh improves collection.
Unclear per-person math
Show quantity × rate for per-person packages. Finance teams recalculate; make it easy.
Forgetting delivery or disposable fees for off-site catering
Itemize transport, chafing fuel, and disposable service ware when billed. free invoice templates
Free restaurant invoice generator
FreeInvoiceOnline.com helps restaurants and caterers create polished invoices with automatic totals and PDF download for events and B2B orders.
Create a professional invoice online for free → and send your next catering invoice without spreadsheet work.
FAQs
What should a restaurant invoice template include?
Business and client details, invoice number, event/delivery dates, itemized menu and service charges, fees, tax, total due, and payment methods.
How do restaurants invoice corporate catering?
Include PO number, guest count, venue, itemized packages, and service fees. Send promptly after the event with the BEO reference.
Is a service fee the same as gratuity?
Not always. A service fee is often a required charge to the business; gratuity may be discretionary or distributed to staff. Label them clearly.
Can I create a catering invoice for free?
Yes. FreeInvoiceOnline.com lets you create and download restaurant and catering invoice PDFs for free.
What payment terms should restaurants use for events?
Deposits at booking plus final payment due on receipt or net 15 for corporate accounts is common.
Final thoughts
A restaurant invoice template should make menu math and fees obvious, especially for corporate events. Itemize clearly, credit deposits, and invoice while the event is still top of mind.
Create a professional invoice online for free → on FreeInvoiceOnline.com and get a client-ready PDF in minutes.
