Why Catering Receipts Are Essential
Catering clients — especially corporate event planners and wedding coordinators — need proper catering receipts to reconcile event budgets, process expense reports, and document tax-deductible business entertainment. A detailed receipt that matches the original invoice gives them exactly what they need and positions you as a vendor they will hire again for the next event.
What to Include on a Catering Receipt
- Business name and contact information - Your catering company name, address, phone, and email
- Client and event details - Client name, event name, date, and venue
- Receipt number - Linked to the original invoice number for easy matching
- Itemized services paid - Food, beverage, staffing, rentals, and delivery broken out
- Deposit and final payment breakdown - Show the deposit paid earlier and the final balance paid now
- Payment method and date - Check, card, wire, or cash with the date each payment cleared
Best Practices for Catering Receipts
Issue the final receipt within 48 hours of receiving the last payment. For events with a deposit and a final balance, issue two receipts — one for each payment. This makes it easy for the client's bookkeeper to match each payment to a specific transaction in their accounting system.
If you adjusted the final bill after the event — due to a guest count change, weather-related cancellation of an outdoor station, or a complimentary item — note the adjustment on the receipt with a brief explanation. Clients appreciate the transparency, and it prevents confusion months later when they review their records.
BillThemToday's free receipt generator lets you create polished catering receipts in under a minute. Match your invoice branding, detail every payment, and send a PDF the client can file alongside their event records.