Catering invoice template billed per plate

Reviewed in November 2026

A catering invoice bills an event by the plate. The menu sets the rate and the final headcount sets the quantity. Staff, live counters and hired crockery go on their own lines. The sheet above opens with an engagement dinner for 400 guests in Ahmedabad.

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Catering invoice

Invoice no.

Issue date

Due in (days)

Currency

From

Bill to

Address, phone, tax ID

Client address, tax ID

99,000.00

117,000.00

12,000.00

24,000.00

12,800.00

9,500.00

-60,000.00

Tax name

Tax %

Split into CGST and SGST (India)

SubtotalINR 214,300.00

Total dueINR 214,300.00

Payment instructions

Notes and terms

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What it includes

Caterer name, address and food licence number
Invoice number and date
Host name
Event, date and venue
Menu reference and guaranteed count
Lines: plates per meal, counters, drinks, staff, hire items
Advance received
Balance due and due date
Payment instructions

Catering invoice: full text

CATERING INVOICE

[Annapurna Caterers]
[Navrangpura, Ahmedabad] · [Phone] · [Email]
Food licence: [number] · [GSTIN, if registered]

Invoice no.: [AC-2026-0412]
Date: [12 December 2026]
Due date: [14 December 2026]

Host: [Mr. Hitesh Patel]
Event: [Engagement, 14 December 2026]
Venue: [Shaligram Party Plot]
Menu: [Menu B] · Guaranteed count: [400], confirmed [11 December]

Line                                     Qty     Rate      Amount
[Lunch buffet, veg, per plate]           [220]   [450]     [99,000]
[Dinner buffet, non-veg, per plate]      [180]   [650]     [1,17,000]
[Live counter, chaat, per event]         [1]     [12,000]  [12,000]
[Welcome drinks, per guest]              [400]   [60]      [24,000]
[Service staff, per waiter per shift]    [16]    [800]     [12,800]
[Crockery and chafing dish hire, lot]    [1]     [9,500]   [9,500]
                                         Total             [2,74,300]
                                         Less advance      [-60,000]
                                         [GST, if registered] [amount]
                                         BALANCE DUE       [₹2,14,300]

Extra plates served on the day are billed at the same rate.

Payment instructions
UPI [id@bank] · A/c [number] · IFSC [code]

Thank you for your order.

From quotation to final invoice

Catering starts with a quotation at an estimated count. The invoice follows the count confirmed three days before the event.

Stage	Plates	What changes
Quotation	Estimate of 350	Menu, rate per plate and hire items
Booking	Estimate of 350	Advance paid to hold the date
Final count	400 confirmed	Quantities on the invoice
Invoice	400 billed	Extra plates served are added

Keep the same lines from quotation to invoice. Only the quantities move. The family sees exactly what grew.

An engagement dinner worked out

Annapurna Caterers serves lunch and dinner for the Patel family on 14 December. The family paid ₹60,000 at booking.

Line	Unit	Qty	Rate (₹)	Amount (₹)
Lunch buffet, veg	plate	220	450	99,000
Dinner buffet, non-veg	plate	180	650	1,17,000
Live counter, chaat	event	1	12,000	12,000
Welcome drinks	guest	400	60	24,000
Service staff	waiter per shift	16	800	12,800
Crockery and chafing dish hire	lot	1	9,500	9,500
Less advance paid at booking				-60,000
Balance due				2,14,300

Food and services total ₹2,74,300. The advance leaves ₹2,14,300 to collect. A registered caterer adds GST as its accountant advises for the event.

What a catering bill format records

Field	Example
Event and date	Engagement, 14 December 2026
Venue	Shaligram Party Plot
Menu reference	Menu B, approved on 20 November
Guaranteed count	400 plates, confirmed 11 December
Meal sessions	Lunch and dinner billed apart
Food licence number	Printed under your name
Hire items	Crockery, chafing dishes, tables, returnable

Print the guaranteed count and the date it was confirmed. That one line ends most disputes about extra plates.

Advance, event day and balance on WhatsApp

Caterers buy vegetables, meat and gas before the event. The advance pays for that. The balance usually falls due on the event day.

Payment	When	In this booking
Booking advance	Menu and date confirmed	₹60,000
Balance	Event day, after service	₹2,14,300
Extra plates	Same day, counted at the venue	Added to the invoice

Send the invoice the morning after the final count. This message fits.

Namaste Hiteshbhai. Thank you for confirming 400 plates for 14 December. Your final catering invoice is attached. Balance after the ₹60,000 advance is ₹2,14,300. Please clear it on the event day by UPI. Annapurna Caterers.

If the family adds plates on the day, send a one-line update that evening. Quote the new count and the new balance.

Office lunches and religious functions

Not every catering job is a wedding. Each event type changes a few lines and the payment timing.

Event	Lines that change	When the balance is due
Daily office lunch	Meals per day, billed monthly	15 to 30 days after the bill
Corporate conference	Tea breaks, lunch, high tea per head	After the event against a PO
Religious function	Prasad, bhojan per plate, cooks	On the day of the function
Birthday party	Kids and adult plates at two rates	On the day
Outdoor tiffin service	Tiffins per month, delivery charge	Start of each month

Office lunches need a monthly bill with the daily count attached. The admin team checks it against their attendance sheet.

Hire items, breakage and the deposit

Crockery, chafing dishes and tables go back to the caterer after the event. List them on the invoice with the count sent.

Item	Sent	Returned	Charge for shortfall
Dinner plates, steel	450	446	4 × ₹120
Chafing dishes	24	24	None
Serving spoons	80	77	3 × ₹60
Round tables	40	40	None

Agree the shortfall rate in the quotation. Add the shortfall as a line on the invoice the day after collection.

Catering invoice mistakes

Billing the quoted count after the final count changed. Use the confirmed number.
Lunch and dinner on one line. Rates differ and the family cannot check them.
Staff not shown per shift. Sixteen waiters for two shifts needs both numbers.
Broken crockery billed without notice. Agree the charge in the quotation.
No date for the guaranteed count. Late changes then become arguments.
Advance missing from the invoice. Always show it as a minus line.

After the event, Makatea chases the balance

Families get busy after a wedding or engagement. Makatea sends a polite WhatsApp reminder when the balance is still open.

Corporate clients often pay a month later. Makatea follows each one up on its own schedule and logs the payment when it lands.

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Free on Makatea: proforma invoice template · promissory note template · rent receipt template · free invoice generator

Frequently asked questions

How do caterers bill per plate?

Each menu gets a rate per plate. The invoice multiplies it by the confirmed headcount for each meal.

Can I turn a catering quotation into an invoice?

Yes. Keep the same lines and update the quantities to the final count. Add the advance as a minus line.

What if more guests turn up than confirmed?

Count the extra plates at the venue and add them as a new line. Send the updated invoice the same day.

Should service staff be on the catering bill?

Yes. List waiters and cooks per shift with the rate. Families and companies both check this line.

Can I send the catering invoice on WhatsApp?

Yes. Download the image or PDF and send it in the chat with the host.

Is this a GST e-invoice?

No. It is a commercial invoice for billing and collection. Government e-invoices are issued in the official tax portal.

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