Restaurant Invoice Template
A restaurant invoice template is a bill of fare with quantities: food and beverages, catering orders, delivery, and private-event buyouts each become a line, so a client sees exactly what was served, at what price, and what remains due.
Prefer a different format? Get the Excel restaurant invoice template, Google Sheets restaurant invoice template, or Word restaurant invoice template — every format stays free.
Invoice
Billed to
Payment terms
| Restaurant order | Qty | Rate | Amount |
|---|
Notes
Payment
Restaurant catering billing and event management
This template is free and stays free — keep using it for as long as it does the job. It stops doing the job once catering calendars, menu pricing, and event deposits need a real management system.
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How to write a restaurant invoice
Add your order lines
Pick food & beverages, catering per guest, delivery, or type your own. Set quantity to guests, orders, or items.
Set deposit and terms
Enter your rates, add service charge and gratuity, and set payment terms. Most events require a deposit to lock the date.
Print or save as PDF
Hit Print and choose Save as PDF. Send the final invoice after the event — everything stays on your device.
Typical restaurant prices to sanity-check your invoice
Rates vary by region, restaurant size, and scope. These ranges reflect common US restaurant pricing and are here as a gut check, not a rate card.
| Service | Common pricing method | Typical range |
|---|---|---|
| Catering per guest | Per person | $15 – $60 |
| Delivery | Per order or per mile | $10 – $50 |
| Service charge | 15–20% of order | $30 – $200+ |
| Private buyout | Per event | $1,500 – $5,000+ |
| Equipment rental | Per item | $25 – $150 |
| Deposit | Per event, non-refundable | $100 – $500 |
Ranges are general market observations, not a recommendation for what to charge.
Restaurant invoice essentials: deposits, service charges, and gratuity
Restaurant invoicing for catering and private events works best when the deposit, service charge, and gratuity are explicit from the start. This template turns food, beverages, delivery, and event buyouts into clear lines, so clients can verify the count and pricing before they pay.
On pricing, catering commonly runs $15–$60 per guest depending on the menu, with delivery fees of $10–$50 per order and a 15–20% service charge on larger events. Gratuity may be included or billed separately — state your policy on the invoice to avoid surprises at settlement.
Collect a non-refundable deposit (20–30% or a flat fee) to confirm event dates, and set the balance due on receipt or within Net 7 after the event. Use the Terms dropdown to set Due on receipt, Net 7, Net 14, or Net 30.
Restaurant invoice questions
What should a restaurant invoice include?
Your restaurant name, the client or event name, a unique invoice number and date, itemized food and beverages, delivery, service charge, deposits, the total due, and payment terms.
How do restaurants invoice catering orders?
Most bill a deposit to confirm the date plus a final balance after the event, priced per guest with menu selections itemized. A service charge (15–20%) is added automatically for larger events unless gratuity is included.
Do I charge sales tax on food?
Tax rules vary by state and by whether the food is dine-in, takeout, or wholesale catering. Many states tax prepared food at a different rate than groceries. Confirm with your state. Not tax advice.
How do I handle deposits and cancellations?
Collect a non-refundable deposit (typically 20–30% or a flat fee) to lock the event date, and state the cancellation window in the Notes field. Deposits appear on the invoice as a paid line so the balance is transparent.
Can I invoice a private event buyout with this template?
Yes. Add the buyout as a line with the event date and guest count in the description, then add food, bar, service charge, and rentals as separate lines.
Is this restaurant invoice template really free?
Yes. No account, no signup, no export limit. Everything runs in your browser and the details you type are never transmitted anywhere — you can even use it offline.
Restaurant invoice formats & related guides
More industry templates are added as they ship.