After an event has been planned or executed, an invoice needs to be generated in order to collect for catering services in a timely fashion.  To help save time and reduce errors, download a free catering invoice template that does some of the calculations automatically.

What is a Catering invoice?

A catering invoice is a document provided by a venue or caterer that details all of the charges for an event or function. The charges in the catering invoice are itemized and typically grouped by revenue category.  A catering invoice can be created for the entire event or for each individual function within an event.

What Should a Catering invoice Include?

A catering invoice should include all of the items with a quantity or price ordered by the customer and consumed by the guests.  These items fall into revenue categories such as food, beverage, room rental, equipment and labor.  If the customer signed-off on a banquet event order (BEO), there should not be any surprises when they receive their catering invoice.

The catering invoice should also include event details such as contact information for both parties, event dates, function start and end times, function locations and guaranteed attendance. Each section should include the quantity, price and subtotal of all items.  Service charge, administrative fee and/or gratuity should be added to the total, along with applicable sales tax and other taxes.  Finally, subtract any deposits and payments that have already been made to present the balance due.

Don’t forget to include a signature line so that the customer can sign-off on the catering invoice.  Depending on your organization’s policies, a terms and conditions section may also need to be added for signature.

How Can The Catering invoice Process Become Even Easier?

Manually creating and keeping track of catering invoices and payments can lead to disorganization and mistakes.  It can also take valuable time away from other important responsibilities.

Fortunately, sales and catering software exists to automate the catering invoice process so that precious time and resources can be saved.  A sales and catering program can reduce work with less manual input, merge items onto a proposal and BEO along with the catering invoice, quickly update final counts and consumption values, record deposits and payments, and house all of those details in a web-accessible database of event information.  Electronic signature and online payment processing makes it even easier for the venue and its customers.

To check out the capabilities of this catering management software first-hand, just click here to schedule a demo or request more information!  One of our ReServe Interactive representatives will gladly tell you more about how ReServe Cloud Catering and Event Management software can enhance your operations and improve your group business.

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