Invoice Template for Restaurants
Our restaurant invoice generator helps you manage bulk orders, corporate catering, and event deliveries professionally. Whether you run a fine dining establishment, casual eatery, or catering service, this restaurant invoice sample handles menu items, special requests, delivery fees, and party orders accurately. Get paid faster with professional restaurant invoices that clients trust.
Download Your Free Restaurant Invoice Template
Perfect for restaurants handling bulk orders, corporate deliveries, catering events, and wholesale food service. Track menu items, special dietary requests, delivery details, and party orders with ease.
Excel Template
Auto-calculate order totals and tax
- Menu item calculations
- Quantity and pricing formulas
- Tax and tip tracking
PDF Template
Professional format for clients and businesses
- Ready to email
- Print-friendly layout
- Professional appearance
Word Template
Customize for your restaurant brand
- Easy menu editing
- Add restaurant logo
- Custom terms
Trusted by restaurant professionals • Track orders & payments • Free forever
Need a Faster Way to Create Restaurant Bills?
If you are looking for a free online restaurant bill generator that creates professional invoices instantly, check out our web-based tool. No downloads required - just enter your menu items, quantities, and customer details to generate polished restaurant bills in seconds. Perfect for quick orders and on-the-go billing.
Everything Restaurant Owners Need
Built specifically for restaurants handling bulk orders and catering services
Menu Item Tracking
List appetizers, entrees, sides, desserts, and beverages with individual pricing. Track quantity per item and calculate totals automatically. Perfect for bulk orders and party platters.
Order Details
Document delivery addresses, pickup times, party size, and event dates. Include special instructions for allergies, dietary restrictions, or preparation requests.
Delivery & Service Fees
Add delivery charges based on distance, service fees for large orders, rush fees for same-day requests, and gratuity calculations. Transparent fee breakdown builds trust.
Payment Management
Track deposits for large orders, partial payments, and outstanding balances. Accept credit cards, online transfers, or traditional payment methods seamlessly.
Multiple Formats
Download as Excel for automatic calculations, PDF for professional client delivery, or Word for complete customization. All formats work perfectly on desktop and mobile.
Tax & Tips
Built-in sales tax calculations with clear taxable line items. Optional gratuity fields for catering staff. Compliant with local tax requirements for food service.
How to Use Your Restaurant Invoice Template
Follow these simple steps to create your first invoice
Download Your Format
Choose Excel for calculations, PDF for sending to clients, or Word for customization.
Add Restaurant Details
Include your restaurant name, logo, address, phone, email, and business license number.
Enter Customer Info
Add customer name, delivery address, contact details, and order/event date.
List Menu Items
Itemize all food and beverage orders with quantities, per-item pricing, and special requests.
Calculate & Send
Add delivery fees, apply tax, calculate total, note payment terms, and send.
Want to skip these steps entirely?
With Invoice Mama, your business details are saved once and auto-filled on every invoice. Create invoices in under 2 minutes.
Try Invoice Mama FreeWhat to Include in Your Restaurant Invoice
Common items and services restaurants bill for bulk orders and catering.
Appetizers & Starters
- Wings (per pound or per dozen)
- Mozzarella sticks (per serving)
- Spring rolls and egg rolls
- Bruschetta platter
- Shrimp cocktail
- Cheese and charcuterie boards
- Soup (per quart or gallon)
- Salads (individual or family size)
Main Courses & Entrees
- Pasta dishes (per tray)
- Grilled chicken (per piece or pound)
- Beef entrees (per serving)
- Seafood platters
- Vegetarian options
- Pizza (per pie, specify size)
- Sandwich platters
- Burger packages
- Tacos and burrito platters
Sides & Accompaniments
- Rice (per tray)
- Roasted vegetables
- Mashed potatoes
- French fries (per pound)
- Garlic bread
- Coleslaw and potato salad
- Seasonal vegetables
- Dinner rolls
Desserts
- Cakes (whole or by slice)
- Cookies (per dozen)
- Brownies and bars
- Tiramisu
- Cheesecake
- Fruit platters
- Pastry assortments
Beverages
- Soft drinks (per can or bottle)
- Coffee service (per person)
- Iced tea and lemonade (per gallon)
- Juice (per pitcher or gallon)
- Bottled water
- Beer and wine (if applicable)
Catering Services
- Buffet setup and breakdown
- Wait staff (per hour)
- Bartender service
- Serving equipment rental
- Disposable plates and utensils
- Linens and table settings
- Chafing dishes and warmers
Fees & Charges
- Delivery fee (based on distance)
- Service charge (15-20%)
- Gratuity
- Rush order fee (same-day or next-day)
- Setup and cleanup fee
- Minimum order charge
- Late night or holiday premium
- Dietary accommodation fee
Special Accommodations
- Gluten-free options
- Vegan meals
- Dairy-free items
- Nut-free preparation
- Low-sodium requests
- Halal or kosher meals
- Kids meal portions
Best Practices for Restaurant Invoicing
Follow these proven strategies to get paid on time and manage bulk orders efficiently.
Invoice Immediately After Delivery
Send invoices the same day you complete the order or catering event. Fast invoicing leads to faster payment. Include order date and delivery time for clear records.
Require Deposits for Large Orders
Collect 25-50% deposit for catering orders over $500 or bulk orders. Deposits protect against cancellations and secure your time and ingredient costs. Make deposit terms clear upfront.
Itemize Menu Clearly
List every menu item with description, quantity, and per-unit pricing. Include modifications like "no onions" or "extra sauce" to prevent disputes. Detailed invoices justify your pricing.
Set Order Cutoff Times
Establish clear deadlines for order placement and menu changes (typically 48-72 hours before event). Note cutoff policy on invoices to manage customer expectations and kitchen planning.
Calculate Delivery Fees Fairly
Base delivery fees on distance and order size. Typical range is $10-50 depending on location. Include delivery fees separately so customers understand the breakdown.
Track Dietary Requests
Document all allergy warnings and dietary restrictions clearly on invoices. This protects your restaurant legally and ensures kitchen staff see requirements. Food safety is paramount.
Offer Multiple Payment Options
Accept credit cards, bank transfers, digital wallets, and cash. Online payment options get you paid 2-3x faster than checks. Many corporate clients prefer to pay by card.
Include Your Business License
Display your food service license and health department permit numbers. Required for many corporate and institutional clients. Builds credibility and trust.
Set Clear Payment Terms
For individual customers: "Due Upon Delivery" is standard. For corporate accounts: Net 15-30 days. State payment terms prominently to avoid confusion about due dates.
Build in Service Charges
Add 15-20% service charge for catering orders to cover setup, delivery, and coordination time. Note service charge separately from gratuity for transparency.
Why Restaurant Owners Choose Invoice Mama
Move beyond templates and transform your invoicing workflow
Invoice in Minutes
Save your menu items once and reuse for every order. No more starting from scratch.
Get Paid 2x Faster
Accept credit cards and online payments. Customers pay within hours instead of days.
Track All Orders
See pending orders, payment status, and customer history in one dashboard.
Look Professional
Branded invoices with your logo help you win corporate clients and bulk orders.
Manage Deposits
Track deposits and balances automatically for catering and large events.
Affordable Pricing
Start free, upgrade when ready. Affordable plans unlock unlimited invoices and premium features.
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Templates are great. Automation is better.
Stop filling out the same information over and over. Invoice Mama remembers your details, tracks your clients, and automates the boring stuff so you can focus on your work.
Save 5+ hours every month on invoicing tasks.
What you get with Invoice Mama:
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Frequently Asked Questions
Everything you need to know about restaurant invoices
Is the restaurant invoice template completely free?
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.
What should be included on a restaurant invoice?
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.
How should I price catering and bulk orders?
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.
Should I require deposits for catering orders?
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.
How do I handle order changes and cancellations?
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.
Do I charge sales tax on restaurant invoices?
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.
How do I invoice corporate clients?
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.
What payment terms should I use?
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.
Can I customize the restaurant invoice template?
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.
How do I handle tips and gratuity?
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.
Should I charge delivery fees?
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.
How do I bill for dietary accommodations?
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.
What about equipment rental fees?
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.
How do I invoice recurring corporate clients?
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.
Should I offer early payment discounts?
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.
How do I handle rush orders?
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.
What if food quantities are wrong?
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.
How detailed should menu descriptions be?
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.
Can I charge for extra sauces and sides?
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.
Why use Invoice Mama instead of free templates?
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, upgrade to unlock everything, cancel anytime.
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