Use one invoice for the full booking
Use the blank template for your own details, or open the filled example to see the invoice total and payment schedule together. Check every amount and field before issuing a real document.
The invoice covers the full agreed booking value. A requested deposit and later installment are portions of that same total; they are not extra charges or two more full invoices.
What to include on a catering invoice
Identify your business, the customer, the event and the exact approved quote revision. Give the invoice a unique reference and issue date. Describe the menu or service, quantity basis and agreed unit prices; show any agreed delivery, discount and applicable tax amounts before the full total.
State the requested deposit and its due date, the later installment and its due date, and your reviewed payment instructions. Keep a dated payment-status record separate from the issued amounts so a receipt changes what remains outstanding without rewriting the original invoice.
The template has blank space for business and customer details, itemised lines, tax and payment instructions. It does not decide your tax obligations, deposit policy or commercial terms. Do not copy the fictional zero-tax example into a real invoice without checking the correct treatment.
- Business name and reviewed contact/address details
- Bill-to name and reviewed billing contact/address
- Invoice reference and issue date
- Event name, event date/time and venue
- Approved quote reference and revision
- Description, quantity/basis, unit price and line total
- Subtotal, agreed delivery/other charges, discounts, applicable tax and full invoice total
- Requested deposit, due date and later installment date/amount
- Reviewed authorised payment instructions
- Separately dated aggregate payments and remaining balance
Move from approved quote to invoice
A quote records the proposed menu, scope and price for customer review. An invoice records the amount billed against the agreed booking. Before using this invoice template, check the customer decision against the exact quote revision, event and price.
If the booking changes, resolve the revised scope and approval before replacing an invoice. Preserve the earlier issued document and the reason for its replacement. Do not silently edit an old total to make a new booking fit.
In CaterScale, a different quote cannot be accepted while an issued invoice remains active: staff explicitly void the invoice, resolve the revised approval and issue a replacement. Existing receipts stay in the event ledger. This is a product workflow description, not a rule for tax or legal compliance.
Start with the catering quote template →A deposit and balance example
This is a new hypothetical manual continuation of the Northwood booking used in our quote example. It has not been run in CaterScale. The earlier quote and walkthrough examples remain unchanged and do not establish that any invoice or payment exists.
Juniper Table Demo bills Northwood Studio for the approved revision 2: 60 portions of lemon herb chicken at CAD18.00 each, plus CAD5.00 delivery. The invented example uses CAD0.00 tax at 0% solely to keep the arithmetic visible. That is not tax guidance.
The full invoice is CAD1,085.00. A chosen 25% requested deposit is CAD271.25, due October 28, 2026. The remaining scheduled installment is CAD813.75, due November 2, 2026. Issue date is October 26, 2026. Those dates and percentages are teaching choices, not recommended terms.
- Requested deposit is not payment received.
- A full outstanding balance is not necessarily all due today.
- A partial receipt reduces the remaining deposit first in this example; it does not reduce the unchanged full invoice value.
- The later installment is not a second invoice for the full booking. Avoid duplicate billing.
- No fees, penalties, non-refundable policy or bank/card instructions are supplied by this example.
| Agreed item | Quantity | Unit price | Line total |
|---|---|---|---|
| Lemon herb chicken — one portion per guest | 60 | CAD18.00 | CAD1,080.00 |
| Agreed delivery | 1 | CAD5.00 | CAD5.00 |
| Fictional tax at 0% | CAD0.00 | ||
| Full invoice total | CAD1,085.00 | ||
- 60 × CAD18.00 = CAD1,080.00
- CAD1,080.00 + CAD5.00 delivery + CAD0.00 fictional tax = CAD1,085.00 total
- CAD1,085.00 × 25% = CAD271.25 requested deposit
- CAD1,085.00 − CAD271.25 = CAD813.75 later installment
Three dated payment snapshots
The invoice above stays at CAD1,085.00 in all three snapshots below. The snapshots are alternative stages in one hypothetical payment sequence, not additional charges. No money was taken, recorded or refunded for this resource.
| Illustrative status date | Aggregate receipts | Full outstanding balance | Deposit still remaining | Later installment still remaining | Due on that date |
|---|---|---|---|---|---|
| 2026-10-26 At issue: no payment received | CAD0.00 | CAD1,085.00 | CAD271.25 | CAD813.75 | CAD0.00 |
| 2026-10-27 If CAD100.00 were received toward the deposit | CAD100.00 | CAD985.00 | CAD171.25 | CAD813.75 | CAD0.00 |
| 2026-10-28 If aggregate receipts then reached CAD271.25 | CAD271.25 | CAD813.75 | CAD0.00 | CAD813.75 | CAD0.00 |
2026-10-26. The full outstanding balance is CAD1,085.00, but neither scheduled installment is due on October 26.
2026-10-27. CAD100.00 is part of the requested deposit. The full balance is CAD985.00; the remaining deposit due October 28 is CAD171.25.
2026-10-28. This follows the CAD100.00 stage: an additional CAD171.25 would bring total receipts to CAD271.25. The remaining CAD813.75 is due November 2. Do not add CAD271.25 on top of the earlier CAD100.00.
Keep payment records separate from the issued amount
Save the issued invoice with its original lines, total and schedule. When a verified receipt is recorded, update a separate dated payment summary showing aggregate amounts received, remaining deposit and remaining full balance. A Word template cannot check a bank account or verify that money arrived.
A request for a deposit, a customer clicking a link or a browser returning from checkout does not establish a received payment. Reconcile against the relevant payment record before changing the paid amount.
These downloads do not connect to a payment service or contain real payment instructions. Insert only payment details you have reviewed and are authorised to use. Never copy sample account details or represent the fictional contact as a real business.
Review before sending a real invoice
- Confirm the customer, event, agreed service and exact approved revision.
- Check invoice uniqueness, issue date and schedule against your records.
- Recalculate quantities, agreed charges, discounts, tax treatment and total.
- Check that deposit plus later installment equals the same full invoice total.
- Apply only verified receipts once; distinguish current outstanding from due now.
- Replace every fictional name, date, address and instruction.
- Confirm payment instructions and commercial terms through your own review process.
- Keep internal costing, margins, staff notes and unrelated customer details out of the customer document.
- Keep an issued copy and date later payment-status summaries separately.
Keep the approved quote and invoice together
CaterScale lets office staff issue a full-value invoice from the current approved quote, set its deposit and balance dates, review aggregate payments and the remaining balance, and prepare a payment follow-up task for review.
Normal business, customer, menu and event setup is required. These Word and PDF files do not import, sync or create an invoice automatically. A follow-up task does not send an email or complete itself when a payment arrives.
Customer card collection depends on the catering business’s configured and ready merchant connection. This resource does not establish current provider readiness or promise that collection is available to every account.
See the quote-to-kitchen walkthrough → Explore CaterScale →Questions about catering invoices
Is a catering invoice the same as a quote?
They serve different steps. The quote describes the proposed booking for customer review. An invoice bills the agreed booking. Use the approved revision and preserve the decision; do not treat a price request as approval.
Do I add the deposit to the invoice total?
In this template the deposit is an installment of the full total. For the fictional CAD1,085.00 invoice, the CAD271.25 requested deposit and CAD813.75 later installment add up to CAD1,085.00. They do not increase it.
What happens if the customer pays only part of the deposit?
Record only a verified amount actually received. In the fictional example, CAD100.00 received leaves CAD171.25 of the requested deposit and CAD985.00 of the full balance outstanding. The issued invoice total remains CAD1,085.00.
Does the remaining balance mean everything is due today?
Not necessarily. Use the agreed dates. In the example, the full CAD1,085.00 remains outstanding on the October 26 issue date, while the deposit is due October 28 and the later installment November 2. Neither installment is due on issue day.
Is 25% a recommended deposit or is it non-refundable?
No. It is an invented arithmetic choice. This resource supplies no deposit recommendation, non-refundable policy, late fee or cancellation term. Use your own reviewed commercial arrangements.
Should I use 0% tax?
Do not take the example’s fictional 0% as a real tax instruction. The blank template leaves tax fields open. Confirm the correct treatment for your actual transaction before issuing it.
Does the Word file calculate totals or connect to CaterScale?
No. It is an editable manual document with no formulas, payment connection, import or synchronisation. Check calculations yourself. The PDF is a static printable copy, not an interactive form.
Does using the template collect a payment or send an email?
No. Downloading or editing it does neither. CaterScale’s configured application workflows are separate, and card collection needs a ready merchant connection. Payment follow-up tasks are reviewed manual tasks rather than automatic emails.