Elevate Your Fundraising Efforts with Our Catering Invoice Template for NPOs

Catering invoice template for NPOs

chef amanda here with dylan behind the camera and today we're going to talk to you about putting together an invoice an invoice is essential in making you look professional but also so that the client knows exactly what the expectations are so that people working for you know what the expectations are so that everything's spelled out right in front of you and no and it prevents mistakes from happening um so what we have here which is just a document i created myself years ago is our cookery order form i grab these i keep them right here at my desk and pardon our messy dust but we have a lot of things going on these days so i keep them right here that way as soon as the phone rings i can grab a cookery order form and i can take down some details so um we have an email that came in just the other day for mr joe kelly and so i have that also pulled up our website actually has a website contact submission button where they can go right through our website ask a question request information etc etc and so joe which is the fire chief here in morton at the fire department has reached out to us um to do some catering for him luckily we've done a lot of catering for joe in the past um and i just kind of started to compile my information here so he's interested in a meeting he's got 30 people he wants it wednesday october 5th he wants to pick up lunch options but have him available for dinner for 5 p.m that day so that tells me i'm gonna give them a pretty hearty buffet because here we're talking about firemen and fire women so they probably have a very hard appetite but also they're getting a lunch option but they're going to have it for dinner my guess is that he wants the lunch option so that they don't have to deal with any reheating units or breaking anything down or putting out sternos and etc they just want to be able to throw it away at the end of their meeting so i'm not going to show you all the emails but this is a thread of joe and i going back and forth and lining up what he's going to have for his dinner do you want dessert do you want chips etc etc i like to do everything via email that way it's right here i can go back and look because um you know at my age i forget a lot of things so it's really important to write everything down and then have a detailed script of it so even if somebody reaches out via phone call i get this going right away and then i usually will send the info back to them to have them proof it and make sure i got everything else so that it's in an email so here we fill out our ordery form first we have joe kelly his phone number his company name his email he's going to do a 3 p.m up on wednesday 10 14 20. he's going to have 30 people and we're going to charge them 17 per person that's the cost of our lunch buffet with two separate options and then pasta salad added in addition on here he's going to get a veggie crudite a fresh fruit salad a pasta salad individually wrapped turkey bacon swiss croissants that individually wrap has become a big thing that we've become known for since covid19 just to keep everybody safer and then a roast beef and cheddar onion roll and then every buffet that's a sandwich buffet gets chips and cookies i wrote down send utensils to tell my staff that they're going to need to send things for joe to serve with at the fire department and then here i'm giving a total which is 510 they are tax exempt because they're the fire department we don't charge them gratuity when they pick up their order because for what we've you know already charged them to make their order so no gratuity necessary some people do tip though um and then we're not going to request a deposit this particular time because we know joe and because he's local and because we deal with joe a lot all right so let's go ahead and get the invoice process started so in order to get payment the most important part about our company to keep it running we have to um do an invoice so again even if you're just starting out and you want to do your own little side gigs it's important to have an invoice to send to your customer to say hey does everything look alright is this everything that you wanted because that's your chance right there to catch a mistake if the if you forgot something on your end because nobody wants to be that guy we're girl uh so i have this invoice um already started in my google drive account and this is an invoice that we use at the cookery and if anybody ever wants a copy of a um an invoice that can be modified i'm happy to send one or share one with you uh this one has worked great over the years to plug in all of our details so first we're just going to get started and put in everything that he's told us in the email he's having a company meeting his name is joe kelly we already have that in his event date is october 14 2020. uh his phone number is in there his email is in there so all information i got right from his website submission he's going to pick everything up wednesday october 14th we did a buffet for him similar to this several years ago and he's going to pick this up at 3 p.m on the 14th because he wants to serve it by five and then pick up at the cookery so we don't need an address here or a delivery time and then he's going to again pick up at the cookery at 3 pm and then we're going to have 30 people so we're going to plug that in over here and then he's going to have our lunch sandwich buffet now this could be anything depending on what you're doing your company is going to look much different from mine and so i'm just going to go through and type in everything so that my employees can make the order correctly now the great thing is is that most the time our pasta salad is made the same our fruit salad is made the same we just did a little bit of a switch with our fruit salad since we're going into a season where some of the fruits in the summer aren't as good garden vegetable pasta salad i do like to add some sizzle words to that even in the invoice because it makes everything sound better uh turkey bacon swiss croissants and that's getting the honey dijon and then beef roast beef and cheddar oops brioche onion roll and that gets the horsey sauce so this is more really to tell the employees everything that they need to make sure goes into this order assorted cookie platter and kettle chips the kettle chips i change depending on who my guest is for today i got beer cheese because i thought that sounded really fun okay so turkey bacon swiss croissant roast beef and cheddar are his two options then it always comes with a choice of your tray which is a veggie crudite with ranch dip and then he's getting fresh fruit salad as his salad choice he's added a garden vegetable salad we're charging him 17 per person for a total of 510 dollars over here and then we need to put a note on here that says send utensils send utensils to serve and then also we want to say send plates napkins cutlery pack for 35 even though they have 30 people just in case somebody wants seconds or they drop a plate on the floor or somebody takes two plates on accident you don't want them to run out of place because that makes you look bad because you're not there to solve the problem so 510 dollars is his subtotal they are tax exempt so they don't have to pay because they're a state institution we're not including gratuity i like to just put not included that way if they want to include it they see that it's pointed out on there and then they might say oh man they did a good job we should send them a tip and then they didn't have a deposit so we don't need to put anything there and so our amount down at the bottom here is just going to be a simple 510 again okay we go through we make sure that everything matches our cookery order form matches up with our invoice down here i have some notes for me no posit deposit was collected um all food needs to be prepared on disposable clear trays they'll pick it up at the cookery at 3 pm on wednesday we need to make some changes here october 14th for an event later that evening they don't have soups this must have been from last year uh send disposables for serving okay we're just gonna say send disposables for serving we don't add gratuity to our bills so that you can decide what our service was worth for you i put that in there just in case they want to maybe add something and during the holidays most people do thanks for letting the cookery be a part of your special event payment is due upon pickup bring cash or check to avoid a four percent processing fee we do charge four percent to process credit cards here that way we don't pay the additional fees ourself they can make the option to avoid that by bringing cash or check you can also mail a check now i don't put this in here for everybody but since i know joe it's going to be okay you can also mail a check to the cookery inc post event i don't do that for everybody like i said so then we go back up here we make sure our dates and all of our information to get a hold of us is correct and it is the cookery inc our address is in there all of our other ways to get a hold of us this is invoice number 1096 and then we need to put in today's date 10 13. 20. now this is done in google drive which means i have every invoice ever of all time um so this here we want to change up here and i actually should have made a copy of this instead of deleting it all but that's okay now we have this in here for the proper date and we'll be able to access that so we're gonna go back into joe's email we're gonna say hi joe hi joe attached is your invoice please oops look it over and let me know if you have any questions this is their chance to fix something okay we're sending them everything we look forward to serving you and your staff thanks for your business and your continued support to the community because they are firefighters um and then i'm just going to sign it i'm going to go down here to my little google drive button i'm going to find that invoice i just did and here it is in voice joe kelly 10 14 20. i'm going to double click on that it's gonna insert it right into my email that way when he opens it up there it is and he can print it as well we'll go ahead and print a copy for our own records and that's it folks