Restaurant invoice template
Invoice template for restaurants hosting parties and events: group food and beverage, banquet service and food delivery. Download it as Excel or Word.
Templates by industry
- Group food and beverage
- Banquet service
- Food delivery
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Group food and beverage" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Food delivery". Confirm actual operating hours and supplied quantities with the event contact and record approved extras.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Restaurants are usually paid at the table, so an invoice comes up when the customer is a company: a team dinner billed to the employer, a private function in a reserved room, or lunch delivered to an office. The bill is then paid later by transfer, and someone in accounts has to see what it covered. The template separates food and drink for the group, the staffed service for a function and delivered food, because each is priced its own way: per head, per hour and per delivery.
Fields to prepare
- Deliverables and line items
- Group food and beverage, Banquet service, Food delivery: record the quantities actually supplied and the service period.
- Group food and beverage
- Bill a set menu per head or list drinks from the bar tab by quantity, and state the guest count the price was based on.
- Banquet service
- Count staff hours for the function, including setup and clearing, and name the room hired if a room fee applies.
- Food delivery
- Give the delivery address and time, and bill per delivery or per order, as agreed when the customer booked.
- Event details and time
- Record the date, venue, attendance, and setup, rehearsal, operating and removal times.
- Staffing and supplies
- Specify staff counts and hours, supplied items and the responsibilities of external vendors.
- Scope to agree
- Separate guest counts and menus, banquet service hours, and food-delivery addresses and counts.
Before sending
- Does “Group food and beverage” show the quantity actually supplied, not the quantity first quoted?
- Is “Banquet service” charged at the rate the customer agreed to, with any change approved?
- Is “Food delivery” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Agree when attendance and schedules are finalized and how later changes are charged.
- Check whether overtime, transport, setup and removal are included.
- 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 |
|---|---|---|
| Group food and beverage | 2 × $1,500.00 | $3,000.00 |
| Banquet service | 1 × $300.00 | $300.00 |
| Food delivery | 20 × $450.00 | $9,000.00 |
| Subtotal | $12,300.00 | |
| Sales tax (8%) | $984.00 | |
| Total | $13,284.00 | |
Net amount $12,300.00, sales tax $984.00, total payable $13,284.00.
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
Fewer guests came than were booked. Which number do I bill?
The number your booking terms set. Many venues charge the guest count confirmed a few days ahead, even if fewer arrive. Write both the confirmed and the actual count in the notes, so whoever approves the invoice understands the difference.
Where does a service charge go?
On its own line, named as a service charge with its percentage or amount, rather than built into the food prices. The customer can then check it against what was agreed at booking and query it without questioning the menu.
A company wants one invoice for several dinners in a month. Is that possible?
Yes, if the company agrees. Put each dinner on its own line with the date and the guest count, and attach the itemized table bills if you have them, so every evening can be traced to the person who hosted it.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $984.00 on a net amount of $12,300.00, for a total of $13,284.00. The editor recalculates all three when you change a quantity, a price or the country.
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 Restaurant invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.