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Accounting and invoicing for catering companies

Buffet, menu, staff, crockery and delivery: in catering an invoice has many parts that change with headcount and date. Saldiqo issues a deposit on order, adjusts the final invoice to the final headcount and records purchases and staff per event.

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What comes up for catering companies

Price by headcount

The quote comes before the final guest count. The final invoice has to reflect the actual number.

Many cost types

Goods, staff, crockery, transport and rentals belong to every event and have to be assigned to it.

Deposit and payment term

Corporate customers pay on terms, private customers before the party.

How Saldiqo helps

  • Quote by headcountMenu price per person, staff and equipment as lines.
  • Deposit and final invoiceDeposit on order, final invoice with the final number.
  • Cost centre per eventAssign goods, staff and rentals and see the result.
  • RemindersPayment reminders with deadlines for overdue invoices.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Buffet, 3 mains and 2 sides, per person, 80 people
  • Service staff, hours
  • Crockery and cutlery, hire
  • Drinks package per person
  • Delivery and set-up
  • Deposit 40 % on order

Tax and invoicing in Ireland

What applies to invoices in Ireland, in short. As of October 2026.

VAT
Standard rate 23 %, reduced rates 13.5 % and 9 %, 4.8 % for livestock, and 0 %. Since 1 July 2026 a 9 % rate applies to restaurants, catering, hot takeaway food and hairdressing, excluding alcohol and soft drinks.
VAT registration
Registration is required above €42,500 a year for services and above €85,000 for goods, if at least 90 % of turnover comes from goods. Saldiqo leaves VAT off your invoices while you are below the threshold and shows how much room is left.
What goes on an invoice
Registered businesses show their VAT number. Sole traders and partnerships providing services show their tax reference number, or their full name and address, on invoices and receipts of €7 or more (section 885 TCA). Companies show their name, CRO number and registered office, and directors’ details on letters, order forms and the website.
Invoice timing
Issue a VAT invoice within 15 days after the end of the month in which the supply took place.
E-invoicing
From 1 November 2028 every business must be able to receive e-invoices. Issuing is phased in: first for suppliers to large corporates, from November 2029 for businesses trading B2B within the EU, and from 1 July 2030 under the EU VAT in the Digital Age rules. A PDF does not count as an e-invoice, and the technical specifications are not yet published.
VAT returns
VAT3 returns are filed every two months through ROS, by the 19th of the following month, or the 23rd when you file online through ROS. Saldiqo does not file returns, your accountant or ROS does.
Record keeping
Keep records for 6 years, longer while a review is open.
Late payment
Interest on late business payments is the ECB main refinancing rate (2.40 % in the second half of 2026) plus 8 points, so 10.40 %, plus fixed compensation of €40, €70 or €100 depending on the amount owed.
Getting paid
IBAN and BIC are on every invoice, plus a SEPA QR code (EPC) for banking apps that can read it.

Frequently asked questions

How do I adjust the final invoice to the final headcount?

You change the quantity in the final invoice. It deducts the deposit and shows the rest.

How do I see the margin per event?

With cost centres per event. You assign goods, staff and invoices.

Do catering companies in Ireland have to charge VAT?

Once they are registered, yes. Registration is required from the sale that takes turnover over €42,500 a year for services or €85,000 for goods, where at least 90 % of turnover comes from goods. Below those limits Saldiqo leaves VAT off your invoices.

Do catering companies in Ireland need e-invoicing?

Not yet. From 1 November 2028 every business must be able to receive e-invoices. The duty to issue them phases in from the same date for suppliers to large corporates and later for more businesses. PDF invoices do not count as e-invoices.

How long should catering companies keep invoices?

Keep records for 6 years, longer while a review is open. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

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Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.