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🇨🇦Canada·GST/HST 5%·CAD

Canada Catering Invoice Template

Canadian caterers must register for GST/HST once revenue exceeds $30,000 CAD. Catering services are fully taxable at the applicable rate (5% GST or 13–15% HST depending on province). In Quebec, both GST and QST (9.975%) must appear as separate lines. Display your BN on all invoices. Itemize food costs per head, staffing, and equipment rental separately — business clients need this detail for their Input Tax Credit claims. Catering invoices are among the most event-driven in any service industry: the final headcount often isn't confirmed until days before the event, which makes a two-stage billing model essential. A non-refundable deposit at booking secures the date; a final invoice is issued once the event is confirmed and headcount fixed. Caterers should itemize per-head food costs, staffing, equipment rental, and any gratuity separately — clients expect to see exactly where their money is going for a large event.

Prefill by industry

Accent Color

Your Business

Bill To (Client)

Invoice Details

%

Line Items

Item 1
$4,400.00
Item 2
$140.00
Item 3
$480.00
Item 4
$350.00
Item 5
$500.00

🇨🇦 Canada Requirements

Currency$ CAD
TaxGST/HST (5%)
Date formatDD/MM/YYYY
PaymentInterac e-Transfer and EFT are the most common payment methods.

Businesses registered for GST/HST should include their GST/HST account number on invoices their customer may use to support input tax credit (ITC) claims. The federal GST rate is 5%; HST applies in participating provinces (Ontario 13%, Nova Scotia 15%, etc.). Businesses in Quebec typically apply QST separately at 9.975%.

Payment Terms

25% deposit on booking; balance 7 days before event

About Canada Catering Invoicing

Canadian caterers must register for GST/HST once revenue exceeds $30,000 CAD. Catering services are fully taxable at the applicable rate (5% GST or 13–15% HST depending on province). In Quebec, both GST and QST (9.975%) must appear as separate lines. Display your BN on all invoices. Itemize food costs per head, staffing, and equipment rental separately — business clients need this detail for their Input Tax Credit claims. Catering invoices are among the most event-driven in any service industry: the final headcount often isn't confirmed until days before the event, which makes a two-stage billing model essential. A non-refundable deposit at booking secures the date; a final invoice is issued once the event is confirmed and headcount fixed. Caterers should itemize per-head food costs, staffing, equipment rental, and any gratuity separately — clients expect to see exactly where their money is going for a large event.

Frequently Asked Questions

How should caterers handle final headcount changes on an invoice?
Issue a provisional invoice based on the estimated headcount once the deposit is paid, then issue a revised final invoice once numbers are confirmed — typically 7–14 days before the event. Specify in your contract the minimum headcount you'll hold to, so that last-minute reductions don't undermine your margin.
Should staffing be invoiced separately from food costs?
Yes. Listing food costs per head and staffing hours separately gives clients full transparency and allows them to make informed choices (e.g. whether to add an extra service staff member). It also makes your cost structure clear when clients compare quotes from different caterers.
What is a typical deposit structure for catering bookings?
A 25% non-refundable deposit on booking is standard for private event catering. The balance is typically due 7–14 days before the event, once the final headcount and menu are confirmed. For corporate events where the client is an established business, Net 14 on the final invoice may be acceptable.
How is VAT applied to catering services?
In the UK, catering services — supply of food and drink as part of a catering service — are standard-rated at 20% VAT. In Australia, catering is generally subject to GST at 10%. In the US, catering sales tax rules vary by state and often depend on whether food is served hot or cold and whether the venue is provided.
How does GST/HST work on Canadian invoices?
Canada levies a 5% federal Goods and Services Tax (GST). In participating provinces, GST is combined with a provincial component into the Harmonized Sales Tax (HST) — for example, 13% in Ontario and 15% in Nova Scotia. In Quebec, GST and QST (9.975%) are charged separately. Businesses must register once they exceed $30,000 CAD in a single calendar quarter or over four consecutive calendar quarters.
Do I need a Business Number on my Canadian invoices?
If you are registered for GST/HST, include your 15-character Business Number (BN) on invoices your customer may use to support input tax credit (ITC) claims — this is your 9-digit BN followed by the program identifier (RT) and a 4-digit reference number (e.g., 123456789 RT0001). Without a valid BN, your clients may not be able to use the invoice to claim ITCs.
Are there different invoicing rules by Canadian province?
Yes. Provinces that use HST (Ontario, New Brunswick, Nova Scotia, Newfoundland, PEI) require a single combined tax line. Quebec requires separate lines for GST and QST, and QST-registered businesses must also show their QST number. British Columbia, Saskatchewan, and Manitoba charge GST plus their own Provincial Sales Tax (PST), which may have separate registration and invoicing requirements.

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Same template, other countries:

🇺🇸 United States🇬🇧 United Kingdom🇦🇺 Australia