Create or download a free catering invoice template.

May 17 2019 | PayPal editorial staff

Use our free catering invoice template to create a professional invoice. Upload and save your company’s logo and contact information, then describe the products or services you provided and choose whether you will bill hourly or by item; you can give your customers the option to tip and even set up partial payments.
Start by downloading a sample catering invoice templateor by generating one using our free Invoice template tool. You can also try using an Excel sheet as the basis for your invoice form. Then customize your invoice template following the instructions below. Please note the downloadable Word invoice template doesn’t include PayPal Invoicing built-in features.

How to customize your catering invoice template.  

To customize your invoice template, upload your cater company logo and enter your details. At a minimum, your template should include basic information about your business as well as the details of the service you’re providing to your client.  

Assigning your catering invoice template.

When assigning your catering invoice template, make sure it’s clear who the invoice is from and who it is to. Come up with a numbering system that makes sense for your business and helps you stay organized.
  1. Your contact information: Include your company’s name, phone number, email address, and company website.
  2. Your client's information: Make sure to include at least an email address and a phone number. A physical mailing address is a nice to have.
  3. Invoice #: There are multiple ways to assign catering invoice template numbers. The simplest is chronological – use the next number in the numerical series. But, that may not be intuitive and can quickly become a mouthful. (You don’t want your clients, or your team, to refer to invoice #492485720934.) You can work around this by breaking your catering invoice number into multiple parts, like using a unique customer number with a variable project number. So, when Jane Doe (customer number 25) hires you for another catering job – the fifth one this year – you could list that on the invoice as #25-0005.
  4. Invoice date: This should be the day you send out the catering invoice, not the day you created it. Make sure your invoice date, payment terms, and due date line up: if your payment terms are 30 days, then the due date should be exactly 30 days from your catering invoice date. And, use this date format to solve for international differences: Month (spelled out), date, year. (Example: December 28, 2017)

Tip: With PayPal Invoicing, we’ll automatically help you calculate the due date. And if you’re sending internationally, we’ll automatically display the invoice date in the proper format for your customer.

Itemizing your catering invoice template.

Supplying as much information about the products or services provided on your invoice is important and helps you avoid any potential delays in getting paid. You also want to be as transparent as possible when sending an invoice, making sure to specify not only your rates and applicable taxes, but also the terms for payments. Your invoice template should generally include the following:
  1. Service details: Be as clear as possible when describing the catering service you’re providing. If there are charges for trucking, make sure to call them out separately.
  2. Service Date: You may have seen this included on invoice samples, but adding a service date is optional. If you decide to note it, this would be the date you performed the catering service.
  3. Description: Be specific. For example, if you're catering a wedding, you may want to say something like “Smoked salmon for 60 guests.” Being clear and descriptive lets your clients know what the bill is for, and that can save you time in follow-up questions.
  4. Billing rate: Depending on the catering product or service you provide, you may want to bill by hours, quantity, or even a flat rate – look for a tool that gives you flexibility to bill whichever way your business needs and allows you to include any related fees or taxes.
  5. Notes: Many food service businesses who have been in business for a long time rely on customer loyalty, and adding personal touches can go a long way. Whether you add a note that says “Thank you for your business” or “Hope to see you again”, this section can help you make a lasting impression.
  6. Terms and Conditions: Include payment terms in your terms and conditions (or notes) section, and remember to mention your terms for late or early payments. Also, if you’re sending your template to an international customer or vendor, clarify which currency you’re invoicing in and add any other details like local or industry-related requirements to your catering invoice.

Reviewing and sending your catering invoice template.

Give your completed template a quick read through before you send it. Keep an eye out for typos and make sure you didn’t miss anything. 
  1. Preview the template: Before you send, preview the catering invoice template to see what your customers will receive. 
  2. Send: If you’re emailing your catering invoice template, make sure to include a clear, descriptive, and accurate subject line. If you’re using PayPal Invoicing, you can simply click ‘Send’ to have PayPal send your invoice or you can select “Share link myself” to share the invoice link in your own email, text, or chat message.
  3. Get paid: With PayPal Invoicing, your customers will automatically have the option to pay you online using their credit or debit card, PayPal account, or PayPal Credit1.
Tip: PayPal Invoicing can get businesses paid fast. In a recent study, 79% of businesses using PayPal Invoicing reported that they received payment within a week.2 That’s much faster than traditional offline invoicing. View our 2-minute video and see how easy it is for you to customize and send invoices, and how easy it is for customers to pay.

Create and send invoice online.
Our catering invoice template is designed to meet your billing needs. In a few easy steps, you'll create an elegant, professional template that helps you get paid for your catering services on time.

Note: Some industries may require mentioning specific terms and conditions on your invoice template, so be sure to check the special requirements for your business. 

Access more invoicing features for free with PayPal Invoicing. For example, you can:
  • Save invoice templates, items, and contact details for quick entry
  • Send invoices to up to 1,000 customers at once
  • Track status, view history, and send reminders for unpaid invoices
  • Option to accept partial payments or enable tipping
  • Accept payments from 200+ markets around the globe
  • Send invoices on the go with the PayPal Business app
Start using PayPal Invoicing today by signing up for a PayPal Business account

The contents of this site are provided for informational purposes only. You should always obtain independent, professional accounting, financial, and legal advice before making any business decision.
1 PayPal Credit is subject to consumer credit approval.
2 Source: comScore, based on a survey of 1,226 US and Canadian small- and medium–sized business owne­­rs asked how long on average it takes to receive a payment on an invoice from the time the invoice is sent out, using their primary invoicing tool, December 2017. 320 of surveyed businesses are currently using PayPal. 


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Frequently asked questions.

Creating and sending invoices is free. Plus, there are no setup, cancellation or monthly fees. Learn more on our fees page.

To create an invoice:
  1. Go to the invoice tool on your PayPal account.
  2. Click Create invoice in the drop-down under Create.
  3. Customize your invoice and either click Send to send it right away or Save as draft.
Sending an invoice internationally?
You don’t need to do anything special to send an invoice to another country. Just create the invoice with your customer’s email address, and we’ll send it.

If your customer has a PayPal account, we’ll automatically translate the invoice and email notification in to their language. If your customer doesn’t have a PayPal account, you can specify your customer’s language by clicking your recipient’s name or email, then choose select language.

See also:
Discover More on PayPal Invoicing
Create your Invoice
Sales Invoice Template
Contractor Invoice Template
Freelancer Invoice Template
Construction Invoice Template
Creating and sending the invoice is free, but when an invoice is paid online there is a fee per transaction. PayPal fees vary by country.
Here's how to view the status of the PayPal invoices you send.
  1. Click Tools.
  2. Click Invoicing.
  3. Click "Manage Invoices."
Here you can see the status of all of your invoices. It may take several minutes for your invoices to appear.
You can view your invoices by going to the Invoicing section in your PayPal account. On this page, you have many options on how to find the specific invoice(s) you are looking for, how to sort them, and more.

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