Catering Invoice Template - New Zealand

Break down your catering invoice into distinct categories: food items (describe dishes and portions clearly), labor (staff hours at agreed rates), and rentals (linen, tableware, equipment). This transparency helps clients understand pricing and makes invoicing disputes unlikely. For example, list "Beef wellington with seasonal vegetables – 25 portions @ $45" separately from "Professional wait staff (4 hours) – 3 staff @ $35/hour." Itemizing different services also simplifies GST calculations when some items may be taxed differently, particularly if any components qualify for GST exemptions in New Zealand.

All catering services in New Zealand are subject to the standard 15% GST rate, including food, beverages, and labor. Your catering invoice must clearly show the GST amount separately, with the statement "GST included in total" or itemize it on the invoice if your business is GST-registered. Include your GST registration number at the top of your invoice. If invoicing for over $1,000, it's strongly recommended to show GST breakdown to maintain transparency and compliance. Even if you're not GST-registered initially, keep detailed records to simplify registration when your turnover reaches the threshold.

Professional catering businesses typically charge separately because clients may reduce headcount to manage costs while keeping the menu unchanged. Labor and food represent distinct value propositions—the food is consumable, while skilled staff delivery affects the event's quality. List "Professional wait staff (4 hours) – 3 staff @ $35/hour" as its own line item, separate from "Beef wellington – 25 portions @ $45." This separation allows clients to compare quotes more easily and understand where their investment goes. It also simplifies accounting and helps justify service charges during client negotiations.

Include the event date, time, and venue location on your catering invoice to match the invoice with the correct event, especially if you handle multiple events weekly. Note the number of guests served and whether it was a seated meal, cocktail reception, or buffet format, as this context helps explain your service charges. Add any special requests met—dietary accommodations, custom menu modifications, or last-minute changes—to justify your pricing and create a record of service delivery. This detail becomes valuable if disputes arise later and demonstrates the full scope of work completed for the client.

Rental items are typically priced per unit or as a flat service fee, depending on your business model. If you're using your own inventory, list "Linen and tableware hire – 1 @ $95" as a single line item covering all table settings for the event. If you're arranging rentals through suppliers, add the supplier's cost plus your markup to cover coordination work. Clearly separate rentals from food costs so clients understand they're paying for temporary use of equipment. Some caterers include rentals in an overall "Event Setup Fee," while others itemize each component—both approaches work as long as the invoice shows clear pricing transparency.

Yes, separate setup and breakdown charges help clients understand the full cost of service and justify your labor investment. Many events require 2–3 hours of setup before guests arrive and 1–2 hours of cleanup after departure—this work adds significant value. You can bundle these into "Event Setup & Breakdown – 5 hours @ $35/hour" or list them separately as "Setup & Decoration (2 hours)" and "Cleanup & Dishwashing (2 hours)." Transparency here builds trust; clients see exactly where their money goes. If setup time is included in your per-head catering rate, clarify this on the invoice so there's no confusion about additional charges later.

Create a line item documenting any custom modifications or dietary accommodations: "Custom gluten-free menu (15 portions @ $8 upcharge)" or "Vegan protein substitution (10 portions @ $6 upcharge)." This shows you've delivered additional value and justifies price variations between guests. If the customization requires ordering specialty ingredients or extra preparation time, explain this briefly on the invoice to prevent pushback on costs. Include a note like "Additional sourcing and preparation required for 10 vegan portions" if the upcharge is significant. This transparent approach prevents post-event disputes about pricing and creates documentation if the client later questions why costs varied from a standard menu quote.

Payment terms vary by catering business size and client relationship. Most caterers require a non-refundable deposit (25–50% of the total invoice) when the event is booked, with the balance due within 7–14 days of the event date or on the event day itself. Corporate clients may require 30-day payment terms (payment within 30 days of invoice date), which is common in B2B arrangements. Include your preferred payment terms clearly on the invoice—specify due date, accepted payment methods (bank transfer, credit card, cash), and any late payment fees if applicable. Establish these terms upfront in your quote to avoid misunderstandings when invoicing arrives.