How do I write a catering invoice?

Tell Clodou the client, the event, the number of guests and your prices: 120 guests at $42 per person, 4 servers for 6 hours at $35 an hour, rentals at $480. It writes each line, applies the taxes you set, prints your logo, your business details and your terms, and numbers the invoice in your sequence. There is no catering invoice template to fill in, and Clodou never invents a price.

What happens when the final headcount changes?

While the invoice is a draft, ask Clodou to change the number of guests and it works out the line, the taxes and the total again, keeping any deposit you recorded. Once an invoice is sent, Clodou no longer changes it: invoice the extra guests on a new invoice at the same price per person.

How do I add a service charge?

Work it out from your contract and give it as an amount on its own line, such as service charge, 20% of $5,544, $1,108.80. Clodou never adds a service charge or a gratuity by itself. How a service charge is taxed depends on where you work, so check with your accountant; Clodou applies the rate you set on that line.

Can I invoice regular office lunches?

Yes. Invoice each delivery as it happens, or once a month with the number of meals: 4 lunches for 18 people at $16 is one line, 72 at $16, $1,152. For a fixed weekly order at a set monthly price, a retainer prepares one draft invoice a month for you to check.

Does Clodou plan menus, cost recipes or schedule staff?

No. Clodou has no menu builder, recipe costing, prep lists, event timelines, staff scheduling, tasting calendar or online ordering, and it does not take card payments. It handles the business side: clients, quotes, invoices, payments, expenses, supplies and tasks. Log food and supply purchases as expenses on the event's project to see what each event cost.

Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

Who it's for / Caterers

Catering quotes and invoices, from the first menu to the final headcount

Caterers usually price an event per guest, with staff, rentals and sometimes a service charge on top, and sales tax that can differ from one line to the next. A deposit secures the date, the final headcount is confirmed a few days before, and the balance follows. Drop-off catering for offices is simpler: a price per person or per tray, invoiced after delivery or once a month. Tell Clodou what you agreed and it writes the quote, turns it into the invoice and keeps the deposit, the headcount and the balance in order.

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Sound familiar?

A quote for 120 guests retyped by hand when the final count comes in at 132
Staff hours, rentals and the service charge worked out on a separate sheet
Lines taxed differently, and an invoice that gets the tax wrong
Office lunches delivered every week and invoiced at month end from memory

How Clodou helps

Per-person quotes with staff and rentals

"Quote Brightwater Labs for 120 guests at $42 per person, 4 servers for 6 hours at $35 an hour and rentals at $480" writes the quote with three lines, $6,360 before tax, with your deposit terms in the note.

The final headcount on the draft

Turn the accepted quote into a draft invoice and record the deposit on it. When the final count comes in, change the number of guests and Clodou works out the line, the tax and the total again before you send it.

Tax on the lines it applies to

Set your default sales tax, and give a line its own rate, or none, where your rules differ, such as staffing. Clodou prints each tax and never picks a rate for you.

How caterers bill, and how Clodou handles it

Per person, per tray or a package

Full-service events are usually priced per guest for the menu, sometimes with a minimum, while drop-off orders are priced per person or per tray. Clodou takes the quantity and the price you give: 120 guests at $42 is one line of $5,040, and 6 sandwich trays at $65 is $390. It never picks a price, a minimum or a menu for you.

Deposits, the final headcount and the balance

A deposit secures the date, and the final guest count is confirmed a few days before the event. Write your terms in the quote's note. When the client accepts, turn the quote into a draft invoice and record the deposit against it. When the final count comes in, change the number of guests on the draft and Clodou works out the totals again, keeping the deposit. Send the invoice once the figures are final; Clodou keeps the balance until the last payment.

Staff, rentals, service charges and tax

Servers, chefs and bartenders are often billed by the hour, rentals at cost or at the price you set, and some caterers add a service charge, a percentage of the food and beverage total. Give Clodou the service charge as an amount on its own line, such as service charge, 20% of $5,544, $1,108.80; it never adds one by itself. Which lines are taxed, and whether a service charge is, depends on where you work: check with your accountant, and Clodou applies the rate you set, per line if needed.

A corporate launch, from the quote to the final count

Step 1
Quote Brightwater Labs for their launch on May 6: 120 guests at $42 per person, 4 servers for 6 hours at $35 an hour and rentals at $480. 8% sales tax on the food and rentals, none on staffing. Note: $2,000 deposit to secure the date, final count due April 29.
Finds Brightwater Labs and creates quote DEV-0040 with three lines: catering, 120 guests at $42, $5,040.00; servers, 4 for 6 hours, 24 hours at $35, $840.00; rentals, $480.00. Sales tax at 8% on food and rentals is $441.60, so the total is $6,801.60, and the terms print in the note.
Step 2
Brightwater accepted and paid the $2,000 deposit. Turn DEV-0040 into an invoice and record the deposit on it; I'll send it after the final count.
Creates draft invoice INV-0060 for $6,801.60 with the same lines, taxes and note, plus a reference to DEV-0040, and shows an approval card to record $2,000 received. Once you approve it, $4,801.60 is still owed and the invoice stays a draft.
Step 3
The final count for Brightwater is 132 guests. Update INV-0060.
Changes the catering line on draft INV-0060 to 132 guests at $42, $5,544.00. Sales tax on food and rentals is now $481.92, so the total is $7,345.92, with $5,345.92 still owed after the deposit.
Step 4
I sent INV-0060 after the event, and Brightwater paid the $5,345.92 balance.
Marks INV-0060 as sent and shows an approval card to record $5,345.92 received. Once you approve it, the invoice is marked paid.

Just ask

Quote Brightwater Labs for their launch on May 6: 120 guests at $42 per person, 4 servers for 6 hours at $35 an hour, rentals at $480

The final count for Brightwater is 132 guests: update the draft invoice

Invoice Harbor Dental for October: 4 office lunches for 18 people at $16 per person

Questions

How do I write a catering invoice?: Tell Clodou the client, the event, the number of guests and your prices: 120 guests at $42 per person, 4 servers for 6 hours at $35 an hour, rentals at $480. It writes each line, applies the taxes you set, prints your logo, your business details and your terms, and numbers the invoice in your sequence. There is no catering invoice template to fill in, and Clodou never invents a price.
What happens when the final headcount changes?: While the invoice is a draft, ask Clodou to change the number of guests and it works out the line, the taxes and the total again, keeping any deposit you recorded. Once an invoice is sent, Clodou no longer changes it: invoice the extra guests on a new invoice at the same price per person.
How do I add a service charge?: Work it out from your contract and give it as an amount on its own line, such as service charge, 20% of $5,544, $1,108.80. Clodou never adds a service charge or a gratuity by itself. How a service charge is taxed depends on where you work, so check with your accountant; Clodou applies the rate you set on that line.
Can I invoice regular office lunches?: Yes. Invoice each delivery as it happens, or once a month with the number of meals: 4 lunches for 18 people at $16 is one line, 72 at $16, $1,152. For a fixed weekly order at a set monthly price, a retainer prepares one draft invoice a month for you to check.
Does Clodou plan menus, cost recipes or schedule staff?: No. Clodou has no menu builder, recipe costing, prep lists, event timelines, staff scheduling, tasting calendar or online ordering, and it does not take card payments. It handles the business side: clients, quotes, invoices, payments, expenses, supplies and tasks. Log food and supply purchases as expenses on the event's project to see what each event cost.
What does it cost?: Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

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Every new workspace starts with a 14-day trial of Team, no card required. Then stay on Free: up to 5 clients and 20 AI actions a month; quotes and invoices have no separate cap, and making them in the chat uses AI actions.

Free: $0. Solo: $29 a month. Team: $79 a month with 5 seats. Prices per workspace, in USD.

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