Catering business like any other business asks for good marketing strategies and keeping track of billing and payment methods and records. If you have just stepped in this business, you will have to first research and make plans for different purposes.
This includes what would be your billing process and how are you going to bill your customer and keep track of your billings. Specifying all services, you offer with their charges is one way of doing it.
These days, catering invoices are created for this purpose. They simply reflect everything of your concern. It includes contacts and details of both clients and the company, billing rates, total number of services delivered, and record of all other aspects of your services.
What Is a Catering Invoice?
Typically speaking, a catering invoice is a billing document that is created for every event to assist both the caterer and the client.
It, along with its components, helps in creation of an event, listing, and execution of services, billing process, and finally, the payment methods. (client) of a special event.
A normal catering event unfolds with a request from the client to the caterers enlisting all the services required and basic outlines of the event that is going to take place.
If the caterers approve the services, a quote of charges is provided and an initial (non-refundable) deposit is collected. The services are then delivered on specific data and time accommodating the client’s preferences.
After the event is ended, a total accounting of services is performed and the billing is provided in the final invoice which is then sent to the client. The client returns it filled with his suitable way of payment.
When to Use a Catering Invoice?
One might ask what is the importance of catering invoices or what are the primary objects of it Well, clients prefer catering invoices because it provides them with an itemized list of all the services availed along with their costs, and also specifies the terms and conditions of payment.
Furthermore, a catering invoice also serves as a formal business agreement between the client and the company with all requirements of billing. Thus, it is considered as an important document in this business.
What to Include in a Catering Invoice?
A catering invoice will help you to anticipate your costs and keep track of your billings. It is advised to always keep a few copies of these invoices for income tax purposes. A catering invoice essentially includes the following components:
The first thing to be included in your invoice should be the contact information of your client. By this, it means the name of the client, his/her contact numbers, billing address, or their company’s address along with their invoice number.
It also includes the type of event that is to be catered (wedding, buffet), date of the event (seasonal demands), and location of the event (transportation cost, canopies).
Your Company Details
After the details and contacts of the client are provided, you will provide your company’s details including billing address, payment methods, and type of services you have agreed upon. For example, it can show “Catered Wedding” or likewise.
List of Services & Expenses
It is the most important part of your invoice. Though all the events are different, you will have to draw some common factors for calculating cost. After considering all those actors, you will list down the costs of services and menu.
The service charges include the waiters, bartenders, and bussers hired for the event, while the menu charges include a complete breakdown of all the food items requested in the menu along with their rates.
This is usually attached on a separate page on the invoice. These terms include liability insurance, final dates till which the client can make changes in the menu or the number of lists and client’s preferred mode of payment.
Having read this article, we believe you will be able to acknowledge the importance of having a catering invoice involved in the process. As we aim to serve you more than just words, CocoSign is a place you could find a large variety of customized invoices.
CocoSign provides great templates for catering invoices. Visit our template library and choose what suits your business the best.