📄 Invoice Template

Food Supplier Invoice Template

Produce/ingredients invoice. Example: Fresh vegetables order #4521 - $890 (attached delivery docket).

What a produce or ingredients invoice needs

• The delivery docket number, so the kitchen can match invoice to what arrived
• Delivery date and the site it went to, where a group has several venues
• Each line by product code, with quantity, unit of measure and unit price
• Weight-based items priced on actual weight, not ordered weight
• Substitutions shown against the line they replaced
• Credits for short or rejected deliveries, referencing the original invoice
• GST-free and taxable lines separated — most basic food is GST-free and most prepared food is not

Food invoices are reconciled by a chef at 6am

Whoever checks your invoice is doing it between deliveries, against a docket signed by someone else. Anything that makes that reconciliation slow — a unit of measure that changed, a substitution with no note, a credit issued on a separate document weeks later — becomes a query, and queries hold up the whole invoice, not just the line.

• Keep unit of measure consistent between quote, docket and invoice
• Issue credits against the original invoice number, in the same period where you can
• Get the GST status of mixed lines right; a wrong call repeated weekly is an expensive correction

Standing orders and price changes

• Notify price movements before the delivery they apply to, not on the invoice
• Show the agreed price and any seasonal variation separately on volatile lines
• Reconcile a standing order monthly against what was actually delivered

Related templates

General information only — not legal, tax or financial advice. For contracts and tax documents, confirm your obligations with a qualified professional or the relevant authority.