How to write an invoice for canteen: step-by-step guide

To collect payment after completing the canteen service you need to write a professional invoice and send it to your client. Here is how to write an invoice for canteen service quickly and collect payments much faster.

Creating or choosing the right canteen invoice template

It is important to choose or create a template that is customized for your canteen business vertical. Please make sure you choose a template that is detailed yet simple to understand. It should have clearly defined sections for providing various details of the invoice. Once you have finalized the template the next step is to include all the information that you need to provide in your invoice so that your client can review and make the payment. Include the following in your canteen invoice

- Your business name & logo:

Include the legal name of your business or your name, in case you are operating as a freelancer. Also include your logo, if you have one.

- Your address

Provide address for communication. In case the address for correspondence is different then please mention it. Along with the address provide other contact information such as your official email and contact number.

- Invoice number

Add a unique invoice number so that the document can be easily referenced in communication with your client.

- Invoice Date

This is the date on which the invoice is created and issued.

- Name & address of your client

Add name of your client along with the address & any tax identification number, if applicable.

- Description of the canteen service

This is the most important section, please fill this carefully and double check. Here is where you provide the details of products and/or services you sold. Clearly mention the total price and include any applicable taxes.

- Terms and conditions

Include all the terms and conditions applicable for the invoice. Please provide the payment due date of the canteen invoice, example: payment is due upon receipt or is due in 15 days etc.

Please make sure you include all the above listed items when you are creating an invoice. Some of the above information can be prefilled and can be kept ready in a template, which can be reused.

When do you send canteen invoice?

Timing of sending invoice to your client plays a great role in getting paid faster. Always try to send the invoice immediately after completion of work. Even better would be to share the invoice along with a payment link. You can be prepared to create invoices instantly based on the products sold or services rendered if you are equipped with right tools for writing a professional invoice.

When should you follow-up for payment?

Give your clients a few days before you follow up on the invoice. At least 3 business days is good. If your client has already promised to make a payment to you on a certain date then you may send a gentle reminder email a day before the date. Email is generally the preferred channel for reminder or follow ups. You may also make a call if there is no response for your email.

Is it a legal requirement to provide canteen invoice?

You must issue invoices promptly in order to not only avoid any delay in the customer making payment but also it is a legal obligation of the canteen provider in some cases to issue invoice to the customer once the product is sold or services are provided. Whether it is legal obligation or not, it is always good to issue an invoice as in case of dispute invoices along with other supporting paperwork serve as evidence of sales or service provided by you.

How to charge for your canteen service?

As canteen service providers you can arrive at the charge by adding all the costs you incurred plus your profit margin. Your cost includes not only the direct cost of the product or service itself but also cost of transport or commuting, if applicable. This guide for writing canteen invoice also has a template with option to provide detailed break-up and create a transparent invoice which your client would appreciate.

Conclusion: You can now write a perfect canteen invoice to collect payments much faster

Writing invoice may appear to be a simple task however just creating the invoice is not enough. As a business owner or service provider you need to make sure you write a detailed yet simple invoice and share the canteen invoice as soon as you finish the work or deliver the items. Lastly, ensure timely follow-up and get paid on time.