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Catering Invoices for Hotels, Banquet Venues and Caterers: Best Practices

September 16, 2019 By Beth Goodell

Generating invoices to collect for catering services in a timely fashion is a fundamental aspect of managing an event. What are the basic elements of an events and catering invoice? How should a current sales & catering software solution incorporate this important step into a coherent process?

Let’s take a look.

What is a catering invoice?

A catering invoice is a document provided by a venue or caterer that details all of the charges for an event or function. The charges in the catering invoice are itemized and typically grouped by revenue category.  It can be created for the entire event or for each individual function within an event.

What should a catering invoice include?

A catering invoice should include all of the items with a quantity or price ordered by the customer and consumed by the guests.  These items fall into revenue categories such as food, beverage, room rental, equipment and labor. If the customer signed-off on a banquet event order (BEO), there should not be any surprises when they receive their catering invoice.

The catering invoice should also include event details such as contact information for both parties, event dates, function start and end times, function locations and guaranteed attendance. Each section should include the quantity, price and subtotal of all items. Service charge, administrative fee and/or gratuity should be added to the total, along with applicable sales tax and other taxes. Finally, it should include subtracted deposits and payments that have already been made to present the balance due.

Sign offs are important, so an invoice should include a signature line.  Depending on your organization’s policies, a terms and conditions section may also need to be added for signature.

How can the catering invoice process become even easier?

Manually creating and keeping track of catering invoices and payments can lead to disorganization and mistakes.  It can also take valuable time away from other important responsibilities.

Fortunately, current sales and catering software automates the catering invoice process to help organizations save time and resources. The right sales and catering program can reduce work and help eliminate time-consuming manual input. It can merge items onto a proposal and BEO along with the catering invoice and quickly update final counts and consumption values. It records deposits and payments and houses those details in a web-accessible event information database. Electronic signature and online payment processing make it even easier for the venue and its customers.

How does your current system help you manage sales and catering invoicing?

Invoicing for an event is important, but if it’s done manually or leaves out important information, it can be extremely time-consuming. It can also cost you more than that if too many errors become the norm. How does your organization manage this stage of the event management process right now? How might that process be more efficient?

To learn more about how Infor Sales & Catering helps hospitality organizations and venues, explore our page right here.

Filed Under
  • Events
  • Trends
  • Hospitality
  • Worldwide
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