Question 1

Is the restaurant invoice template completely free?

Accepted Answer

Yes, 100% free with no hidden fees. Download in Excel, PDF, or Word format as many times as you need. No email signup required, no credit card, no catch. Just download and start using it for your restaurant business immediately.

Question 2

What should be included on a restaurant invoice?

Accepted Answer

Every restaurant invoice should include: your restaurant name, logo, and contact information, business license and health permit numbers, customer name and delivery/pickup address, invoice number and date, order date and delivery/pickup time, itemized menu items with quantities and pricing, any special dietary requests or modifications, delivery or service fees, subtotal before tax, applicable sales tax, gratuity (if included), total amount due, payment terms and due date, accepted payment methods, and any special notes or next order details.

Question 3

How should I price catering and bulk orders?

Accepted Answer

Catering pricing typically uses per-person rates or per-tray pricing. Individual items: $8-25 per person depending on menu complexity. Buffet-style: $15-45 per person. Plated service: $25-75 per person. Always factor in food costs (aim for 28-35% of price), labor for prep and service, delivery and setup time, disposables or rental equipment, overhead costs, and desired profit margin. Add 15-20% service charge for catering orders over basic food costs.

Question 4

Should I require deposits for catering orders?

Accepted Answer

Yes, definitely require deposits for catering and bulk orders. Standard deposit is 25-50% at booking, with larger deposits (50%) for events over $2,000. Final payment is typically due at delivery or within 7 days for established corporate accounts. Deposits protect you from last-minute cancellations and secure your time and ingredient investments.

Question 5

How do I handle order changes and cancellations?

Accepted Answer

Set clear policies in writing: minor menu changes allowed up to 48 hours before event, quantity changes (within 10%) accepted up to 24 hours prior, cancellations more than 7 days out: full refund minus 10% fee, 3-7 days notice: 50% refund, less than 72 hours: no refund but deposit retained. Include your cancellation policy on all invoices and initial agreements.

Question 6

Do I charge sales tax on restaurant invoices?

Accepted Answer

Tax treatment varies by location. Most states tax restaurant food, but prepared food, catering, and takeout may have different rates than dine-in. Delivery fees are sometimes taxable, sometimes not. Check with your state revenue department or accountant. The template includes tax calculation fields you can customize for your jurisdiction.

Question 7

How do I invoice corporate clients?

Accepted Answer

Corporate invoicing often requires: purchase order number (get this before delivering), detailed itemization with menu descriptions, business tax ID numbers, Net 15 or Net 30 payment terms, invoice sent to accounts payable (not just the person who ordered), and professional PDF format. Many corporations will only pay from properly formatted invoices with PO numbers, so ask about requirements upfront.

Question 8

What payment terms should I use?

Accepted Answer

For individual customers and small events: "Due Upon Delivery" or "Payment Due Same Day" is standard. Collect payment when food is delivered. For established corporate accounts: Net 15-30 days is typical. For new corporate clients: 50% deposit plus Net 15 for balance. Always state payment terms clearly on every invoice.

Question 9

Can I customize the restaurant invoice template?

Accepted Answer

Absolutely. The templates are fully editable. Add your restaurant logo and branding, modify menu sections to match your offerings, add or remove line items as needed, include your specific terms and policies, customize payment methods you accept, add fields for special dietary notes, and include promotional messages or loyalty program info.

Question 10

How do I handle tips and gratuity?

Accepted Answer

For catering invoices, you can either include gratuity as a line item (typically 15-20% of food and beverage total), note "gratuity appreciated" and leave it optional, or state "gratuity included" if built into pricing. For delivery orders, many restaurants add suggested tip percentages (15%, 18%, 20%) with space for customer to choose. Always be transparent about whether gratuity is included or additional.

Question 11

Should I charge delivery fees?

Accepted Answer

Yes, delivery fees are standard for restaurant bulk orders and catering. Typical delivery fees range from $10-50 depending on distance and order size. Consider: $10-20 for orders within 5 miles, $25-40 for 5-15 miles, $50+ for 15+ miles or difficult access, minimum order amounts to qualify for delivery, and free delivery threshold (like orders over $200). Always display delivery fees clearly on quotes and invoices.

Question 12

How do I bill for dietary accommodations?

Accepted Answer

Some restaurants charge modest premiums for special dietary preparations: gluten-free items may cost 10-20% more due to separate prep areas and specialty ingredients, vegan substitutions might add $2-5 per entree, allergy-safe preparation could include $5-10 handling fee. Be transparent about any upcharges. Many restaurants absorb minor modifications as good customer service and only charge for significant ingredient swaps.

Question 13

What about equipment rental fees?

Accepted Answer

If you provide serving equipment (chafing dishes, beverage dispensers, serving utensils), you can charge rental fees or require deposits. Typical approach: $50-150 equipment rental fee depending on items provided, refundable deposit (50-100% of rental fee) returned when equipment comes back clean and undamaged. List all rental items clearly on the invoice with deposit and return terms.

Question 14

How do I invoice recurring corporate clients?

Accepted Answer

For recurring corporate lunch orders or regular catering clients, you have several options: invoice after each order (good for variable orders), invoice monthly with itemized list of all orders that month, set up automatic recurring billing for standing weekly orders, or establish account terms with monthly statements. Many restaurants prefer monthly invoicing for easier bookkeeping with regular clients.

Question 15

Should I offer early payment discounts?

Accepted Answer

Early payment discounts can improve cash flow. Common approach: 2-5% discount if paid within 7 days (note as "2/7 Net 30"), or small discount for paying deposit early for future events. However, for same-day delivery, immediate payment is standard. Early payment discounts work best for larger corporate catering contracts where payment terms are longer.

Question 16

How do I handle rush orders?

Accepted Answer

Rush orders (same-day or next-day requests) should command premium pricing - typically 20-40% surcharge. Note clearly on invoice: "Rush order premium - same day service: $50" or "Next-day order surcharge: 25%". Most clients understand urgent requests cost more, and the premium compensates your staff for schedule disruption and priority preparation.

Question 17

What if food quantities are wrong?

Accepted Answer

Establish clear policies: if customer ordered wrong quantity, they pay for what was ordered (not what they needed), if you delivered wrong quantity, you refund overcharge or deliver additional at no charge, if customer increases quantity day-of, charge premium rate for last-minute changes. Document all quantity agreements in writing (email confirmations work) and reference on final invoice.

Question 18

How detailed should menu descriptions be?

Accepted Answer

Balance detail with readability. Good practice: "Chicken Parmesan - Breaded chicken breast with marinara and mozzarella (Serves 10-12)" rather than just "Chicken - $80". Include allergen warnings: "Contains: dairy, gluten, nuts" for applicable items. For corporate clients, detailed descriptions help with expense report justification. For regular customers, less detail is fine once they know your menu.

Question 19

Can I charge for extra sauces and sides?

Accepted Answer

Yes, charging for extras is standard. Approach it professionally: include 1-2 sauce portions per entree, then charge $0.50-2 per additional sauce, extra sides like bread or pickles: $3-8 depending on item, condiment packets: typically included or $0.25-0.50 each. List extras as separate line items so customers see what they are paying for. Most customers appreciate itemized transparency.

Question 20

Why use Invoice Mama instead of free templates?

Accepted Answer

Free templates work for occasional orders, but if you handle regular bulk orders and catering, Invoice Mama saves massive time and gets you paid faster. Save your menu items and prices permanently. Store customer information for repeat orders. Auto-calculate totals, taxes, and tips. Send invoices via email directly from the platform. Accept online credit card payments (customers pay within hours). Automatic payment reminders. Track which orders are paid and outstanding. See revenue reports. Generate tax documentation. Start free for 10 invoices, then just $69 once for unlimited lifetime access.

Restaurant Invoice Template Built for Food Service

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Need a Faster Way to Create Restaurant Bills?

Everything Restaurant Owners Need

Menu Item Tracking

Order Details

Delivery & Service Fees

Payment Management

Multiple Formats

Tax & Tips

How to Use Your Restaurant Invoice Template

Download Your Format

Add Restaurant Details

Enter Customer Info

List Menu Items

Calculate & Send

What to Include in Your Restaurant Invoice

Appetizers & Starters

Main Courses & Entrees

Sides & Accompaniments

Desserts

Beverages

Catering Services

Fees & Charges

Special Accommodations

Best Practices for Restaurant Invoicing

Invoice Immediately After Delivery

Require Deposits for Large Orders

Itemize Menu Clearly

Set Order Cutoff Times

Calculate Delivery Fees Fairly

Track Dietary Requests

Offer Multiple Payment Options

Include Your Business License

Set Clear Payment Terms

Build in Service Charges

Why Restaurant Owners Choose Invoice Mama

Invoice in Minutes

Get Paid 2x Faster

Track All Orders

Look Professional

Manage Deposits

Pay Once, Use Forever

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