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Deposit and balance invoices for caterers
Secure the booking with a deposit invoice, then invoice the balance once the final numbers are in. Free PDFs, no sign-up.
For caterers, private chefs and street-food vans who take a deposit to secure the date and buy ingredients, and invoice the balance once the final numbers are in.
A worked example
You quote £3,000 for a 60-guest wedding buffet with serving staff. The client pays a 30% deposit of £900 to secure the date. A week before, the final numbers are in: 64 guests, so the balance invoice totals £3,160 and £2,260 is left to pay.
1. Deposit invoice, to secure the date
- 30% deposit to secure the date, wedding buffet1 × 900.00
- Subtotal
- GBP 900.00
- Total due
- GBP 900.00
2. Balance invoice, once the final numbers are in
- Wedding buffet, per head (final numbers)64 × 40.00
- Serving staff, 4 people for 6 hours24 × 25.00
- Subtotal
- GBP 3,160.00
- Total
- GBP 3,160.00
- Amount paid
- GBP 900.00
- Balance due
- GBP 2,260.00
When final numbers are locked in
Caterers often ask for final numbers one to four weeks before the day, depending on the event. Agree that date when you take the deposit, then invoice the balance once the numbers are in, so it lists what you’ll actually serve.
Final numbers often change the total. The balance invoice lists the event as it ended up, so it can total more or less than your quote; the deposit still comes off in full under “Amount already paid”.
Charging per head? Under “Line items”, put the number of guests in Qty and the price per head in Unit price.
In “Payment terms”, tie the balance to the numbers, such as “Balance due once final numbers are confirmed, 10 days before the event”. Then the menu, the staff and the bill all go by the same headcount.
Can I invoice the deposit before the menu is set?
Yes. The deposit secures the date; the menu, the final numbers and any extras go on the balance invoice once they are agreed.
What if the numbers go down?
Then the balance invoice totals less than your quote. If your terms set a minimum number of guests, invoice that minimum and say so in the line.
How to do it
- Fill in your details. Open the free invoice page and press “Clear sample text”, so the example details don’t print. Then fill in “Your business name” and “Client name”. Type GBP in “Currency”: the form starts with USD. “How to pay” is optional: add your bank details there. Tick “Remember my details on this device” and press “Save this client”, so both are ready next time on this device.
- Invoice the deposit to secure the date. Under “Line items”, add one row for the deposit: Description “30% deposit to secure the date, wedding buffet”, Qty 1, Unit price 900.00. Open “Saved on this device” below the form and tick “Keep a list of the invoices I make here”. Then download the PDF.
- Invoice the rest once the final numbers are in. Once the deposit is paid, press “Mark paid” on it in “Saved on this device”, then “Invoice the balance”: it fills in the client’s name, the amount already paid and the reference. Add the whole job’s lines and download.
- Quoting the menu first? Create a free account for the quote template: 50 credits every month, one per PDF.
Good to know
- Add staff, equipment hire or travel as their own lines, so your client can see what each part costs.
- VAT-registered? A VAT invoice has to show more than this page does, including your VAT number and the VAT charged. This page makes a simple invoice, not a VAT invoice.
- You send the PDF to your client yourself: by email, text, WhatsApp or printed.
- Nothing you type is stored on our servers. Details you choose to remember stay in this browser only.
- Free: up to 5 invoices an hour and 20 a day, per network.