What a UK catering invoice must include
GOV.UK lists what every invoice needs. Our template has a box for each one.
| Must include | In our template |
|---|---|
| A unique invoice number | Numbered for you (INV-0001, INV-0002…). You can change the prefix |
| Your business name, address and contact details | Saved on your device for next time |
| The customer's name and address | "Bill to" block, with company name for business clients |
| A clear description of what you're charging for | Event, menu package, guests, staff and extras |
| The date the goods or service were supplied | Event date |
| The invoice date | Defaults to today |
| The amount for each item | Quantity × rate, worked out for you |
| VAT, if you're registered | Rate per line (20%, 0% or exempt) and your VAT number |
| The total owed | Total, less any deposit paid, equals balance due |
Sole traders must also show their own name next to any trading name, plus an address where legal documents can be sent. Limited companies must show the full registered company name. If you list one director, list them all.
VAT on catering: which rate goes on the invoice?
You only add VAT if you're VAT-registered. Registration is compulsory once taxable turnover goes over £90,000 in any rolling 12 months. If you aren't registered, leave the VAT number empty and the template leaves VAT off and prints "Not VAT-registered".
If you are registered, HMRC's catering rules (VAT Notice 709/1) apply:
| What you supply | VAT rate |
|---|---|
| Food and drink supplied under a contract to cater for an event, such as a wedding, party or conference, even if it's cold | 20% |
| Serving staff, equipment hire, set-up and delivery charged as part of that event | Usually 20%, as part of the catering supply. Ask your accountant if you bill them separately |
| Hot food | 20% |
| Cold food simply sold and delivered, with no catering contract (for example, sandwich platters dropped off) | 0% for qualifying items |
| Crisps, confectionery, soft drinks and alcohol | 20% always |
The line between "catering" and "selling cold food" depends on your contract. Ask an accountant if you're not sure. Our guide to VAT on takeaway food explains hot and cold food in more detail.
VAT invoice rules. A full VAT invoice also needs your VAT number, the tax point, and the VAT rate and amount excluding VAT for each line. You should normally issue it within 30 days of the supply. For sales of £250 or less, a simpler invoice is allowed if the customer agrees. Our template switches to full VAT invoice fields as soon as you add a VAT number.
Worked examples
1. Birthday buffet, caterer not VAT-registered. This follows the 60-guest quote in our catering business guide.
| Line | Qty | Rate | Amount |
|---|---|---|---|
| Hot buffet package (40th birthday, Sat 14 Nov) | 60 guests | £16.50 | £990.00 |
| Serving staff, chafing dishes and travel | included | — | £0.00 |
| Total | £990.00 | ||
| Less deposit paid 3 Oct (25%) | −£247.50 | ||
| Balance due by 13 Nov | £742.50 |
Footer: "Not VAT-registered." Payment: bank transfer or payment link.
2. Office lunch buffet, VAT-registered caterer, business client.
| Line | Qty | Rate (ex VAT) | VAT | Amount (ex VAT) |
|---|---|---|---|---|
| Working lunch buffet, served on site | 40 guests | £14.00 | 20% | £560.00 |
| Server, 3 hours | 3 | £18.00 | 20% | £54.00 |
| Delivery and set-up | 1 | £25.00 | 20% | £25.00 |
| Subtotal | £639.00 | |||
| VAT at 20% | £127.80 | |||
| Total due within 30 days | £766.80 |
Everything is 20% here because it's a catering contract with on-site service. Prices are examples, not market rates. Check your own margins with the GP calculator.
Deposits and staged payments
Most caterers take a deposit to hold the date and the balance before or on the day. Show both on the invoice so nobody is confused:
- Deposit invoice: send it when the booking is confirmed. Description: "Deposit to secure [date]".
- Final invoice: show the full total, then "Less deposit paid" and the balance due.
If you're VAT-registered, a deposit is usually an advance payment, so it creates a tax point when you receive it and you account for VAT on it then (HMRC VAT Notice 700, paragraph 14.2.3). A refundable security deposit, such as one against damage to hired equipment, usually doesn't. Check with your accountant.
Need to quote before you invoice? Our catering quote maker builds the quote. Then copy the same lines into this template.
Getting paid on time
- Put the due date on the invoice, not just "30 days". For example, "Due by 14 November 2026".
- Make paying easy. Add bank details (account name, sort code, account number) and a card payment link.
- Business clients: if a business pays late, you can claim statutory interest of 8% plus the Bank of England base rate, plus a fixed sum of £40, £70 or £100 depending on the size of the debt. These rights don't apply to private customers. Tick "Show late payment terms" to add a line about them.
- Private clients: agree the deposit and balance dates in writing before the event.
From invoices to online orders
Invoices suit one-off events. For repeat jobs such as office lunches and party platters, let clients order and pay online. Menuthere gives you a free ordering page with party trays and sizes, and 0% commission. The Lite plan adds pre-orders, where clients pick a date and time with the notice you set, and card payments through your own Stripe account. Menuthere doesn't take deposits or part-payments at checkout, so for event deposits send a Stripe payment link. See Menuthere for caterers.