Bakery order invoice
Invoice template for bakeries supplying cafés and events: baked goods order, cake decoration and delivery. Fill it in online or download Excel or Word.
Templates by industry
- Baked goods order
- Cake decoration
- Delivery
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Baked goods order" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Delivery". Match the delivery record to approved quantities and record who accepted the work.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Cafés, hotels and offices that buy from a bakery are often supplied several times a week and settle the account weekly or monthly. A celebration cake is the other typical job, ordered days ahead with a design to agree. Here the baked goods, the decorating and the delivery each have a line, so a standing wholesale order and a one-off cake with piped lettering and sugar flowers can be billed on the same layout.
Fields to prepare
- Deliverables and line items
- Baked goods order, Cake decoration, Delivery: record the quantities actually supplied and the service period.
- Baked goods order
- List products by name and unit, such as 40 sourdough loaves or 6 trays of croissants, and add the delivery dates when one invoice covers a week of drops.
- Cake decoration
- Describe the design that was agreed, for example two tiers with sugar flowers and an inscription, since decorating time rather than sponge drives the price.
- Delivery
- Charge per drop or per distance band, and note assembly at the venue separately if a tiered cake had to be put together on site.
- Quantity and billing unit
- Use the agreed unit, such as hours, units or a fixed project, and record both quantity and rate.
- Reference and dates
- Add the purchase reference, service period and delivery date to distinguish this work from other orders.
- Scope to agree
- Give the delivery date and quantity per order, the allergen declaration and the storage conditions.
Before sending
- Does “Baked goods order” show the quantity actually supplied, not the quantity first quoted?
- Is “Cake decoration” charged at the rate the customer agreed to, with any change approved?
- Is “Delivery” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Separate additional work from the original scope and check its approval record.
- Distinguish included expenses from separately billed expenses and reconcile supporting records.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Baked goods order | 20 × $300.00 | $6,000.00 |
| Cake decoration | 1 × $2,400.00 | $2,400.00 |
| Delivery | 12 × $180.00 | $2,160.00 |
| Subtotal | $10,560.00 | |
| Sales tax (8%) | $844.80 | |
| Total | $11,404.80 | |
Net amount $10,560.00, sales tax $844.80, total payable $11,404.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I credit returned or unsold goods on a café account?
Only if your agreement accepts returns. If it does, issue a credit note for the returned goods that names the delivery they came from, rather than quietly lowering the next invoice, so both sides can match the figures at month end.
Where should the allergen information go?
The allergen declaration is normally given on the label or in the product information you supply. A short note on the invoice about which items contain nuts or gluten still helps the customer re-check a delivery; keep the wording identical to your labels.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $844.80 on a net amount of $10,560.00, for a total of $11,404.80. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Bakery order invoice: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.