Accounting and invoicing for restaurants and cafés

Guests pay at the till. But company parties, catering, lunch deals for businesses and bookings with a deposit need invoices. Saldiqo takes over that part and collects the supplier invoices from wholesaler, drinks supplier and energy provider.

Updated: 16 October 2026

What comes up for restaurants and cafés

Till and invoice are two worlds

Guests pay through the till system. Companies want an invoice with a recipient, a description and the tax shown, and that does not belong in the till.

Parties with a deposit

Wedding, birthday, company party: you agree menu, headcount and price weeks ahead and ask for a deposit. The final invoice follows after the event.

Regulars on subscription

A business eats at your place every lunchtime and pays once a month. That invoice repeats.

Many suppliers, short terms

Wholesaler, drinks, bread, meat, wine, energy: supplier invoices with different due dates pile up quickly.

How Saldiqo helps

Quote, deposit, final invoiceYou write the quote with menu and headcount, issue the deposit straight from the quote and bill after the event.
Lunch deal as a recurring invoiceA recurring invoice creates the monthly invoice on a fixed date.
Receipts and supplier invoicesPhotograph the invoice or receipt with your phone and enter the due date. Open invoices can be bundled into a batch payment file for online banking.
Match paymentsUpload the bank statement and Saldiqo matches payments to invoices. You see who is still open and send a reminder with one click.
Cost centres for kitchen, bar and cateringSeparate income and expenses by area and see what earns you money.

Typical invoice lines

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

Menu, 3 courses, per person, 40 people
Drinks package per person
Room hire and decoration
Lunch deal for October, 22 meals
Deposit for the party on 14 November
Service by time, hours

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.

For restaurants and cafés in Ireland

Since 1 July 2026 Ireland applies 9 % to restaurants, catering and hot takeaway food, excluding alcohol and soft drinks. In Saldiqo every invoice line gets its own rate, so food and drinks on one invoice can carry different ones.

Frequently asked questions

Is Saldiqo a till system?

No. Saldiqo does not replace a till. Guest sales belong in a till system that meets the rules of your country. Saldiqo is for invoices to companies and groups, deposits, reminders and expenses.

How do I bill parties with a deposit?

With a quote, a deposit invoice and a final invoice. The final invoice deducts the deposit paid and shows the remaining amount.

Can I show different tax rates for food and drinks?

Yes. Every invoice line gets its own rate. Which rate applies to which supply depends on the country, see below.

Do restaurants and cafés 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 restaurants and cafés 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 restaurants and cafés 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.

Try Saldiqo for free

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.