Canada Catering invoices must comply with local tax regulations.
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$100.00
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$100.00
Item 3
$100.00
Item 4
$100.00
Item 5
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INVOICE
INV-0001
Your Business Name
Your Address
Bill To
Client Name
Client Address
Invoice Date
01/06/2026
Due Date
01/07/2026
Currency
CAD
Description
Qty
Rate
Amount
Per-Head Catering (food & beverages)
per per head
1
$100.00
$100.00
Service Staff (per person, per hour)
per staff-hours
1
$100.00
$100.00
Equipment Hire (crockery, linens, furniture)
per event
1
$100.00
$100.00
Venue Setup & Breakdown
per flat fee
1
$100.00
$100.00
Non-Refundable Booking Deposit
per flat fee
1
$100.00
$100.00
Subtotal$500.00
GST/HST (5%)$25.00
Total CAD$525.00
Payment
Interac e-Transfer and EFT are the most common payment methods.
Thank you for your business · InvoiceYard.com
5 items · Subtotal $500.00 + GST/HST $25.00
Total: $525.00
🇨🇦 Canada Requirements
Currency$ CAD
TaxGST/HST (5%)
Date formatDD/MM/YYYY
PaymentInterac e-Transfer and EFT are the most common payment methods.
Businesses registered for GST/HST must display their Business Number (BN) on invoices. The federal GST rate is 5%; HST applies in participating provinces (Ontario 13%, Nova Scotia 15%, etc.). Quebec residents apply QST separately at 9.975%.
Payment Terms
25% deposit on booking; balance 7 days before event
About Canada Catering Invoicing
Canada Catering invoices must comply with local tax regulations. The applicable tax is GST/HST at 5%. Catering invoices are among the most event-driven in any trade: 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 itemise per-head food costs, staffing, equipment hire, 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 with annual revenue over $30,000 CAD must register, collect, and remit GST/HST.
Do I need a Business Number on my Canadian invoices?
If you are registered for GST/HST, you must display your 15-character Business Number (BN) on all invoices — this is your 9-digit BN followed by the program identifier (RT) and a 4-digit reference number (e.g., 123456789 RT0001). Invoices without a valid BN cannot be used by your clients to claim Input Tax Credits (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.
