Question 1

When does a restaurant need a receipt beyond the POS slip?

Accepted Answer

Several cases: (1) catering and private events that book outside the POS, (2) corporate clients who need a structured invoice/receipt for expense reporting, (3) high-value private dining or wine purchases that need detailed records, (4) refund or correction documentation when a POS receipt has been lost, (5) any time the customer needs HSA/FSA-style substantiation (rare for restaurants but happens for nutritional therapy or business meals).

Question 2

What goes on a catering receipt?

Accepted Answer

Event date + location, guest count, menu items with per-guest or per-platter pricing, beverage service (open bar, cash bar, hosted), service charges (typically 18-22% of food + bev), gratuity (separate from service charge — see next FAQ), rentals (linens, glassware, china), staffing (servers, bartenders), travel/setup fees, and the final tax breakdown. For invoicing the deposit and balance separately, use the invoice generator instead.

Question 3

Service charge vs gratuity — what's the difference?

Accepted Answer

Service charge is a contractually-required percentage that goes to the restaurant; it's typically partially distributed to staff but the restaurant decides allocation. Gratuity is voluntary and goes directly to staff. Many catering contracts include an automatic 18-22% service charge AND allow optional additional gratuity. State both explicitly on the receipt: "Service charge (20%): $X (covers admin, setup, and basic staffing)" and "Gratuity (18%): $Y (distributed to event staff)." Combining them is misleading and increasingly regulated; many states require the distinction.

Question 4

Do I charge sales tax on restaurant food?

Accepted Answer

Most states tax restaurant meals (often at a higher rate than retail goods — meals tax can be 8-10% in some jurisdictions vs 6-7% retail). Some specific items may be exempt: cold-prepared takeaway food in some states, alcohol may have separate excise tax. Catering is typically taxed at full meal-tax rates. Consult your state's department of revenue. Issueable's two-tax-line support handles meals tax + alcohol excise on the same receipt.

Question 5

Should the receipt show alcohol separately?

Accepted Answer

Yes — most states tax alcohol at different rates than food (sometimes via a separate excise tax). For corporate expense reporting, many companies have policies disallowing alcohol; itemizing lets the customer redact the alcohol line for reimbursement. Caterers and private dining: list food and beverage as separate line items at minimum.

Question 6

How do I handle private-event deposits?

Accepted Answer

Issue an invoice for the deposit at booking, then a final invoice/receipt for the balance after the event. The receipt for the balance should reference the deposit explicitly ("Total: $5,400. Deposit paid 2026-03-12: -$1,500. Balance paid: $3,900"). Use the invoice generator for the deposit and balance flow, the receipt maker for the post-event payment confirmation.

Question 7

Can I provide an itemized receipt for HSA / business meal substantiation?

Accepted Answer

Yes — IRS rules require business meal substantiation include date, place, business purpose, and total. The standard POS receipt usually has date and total; a structured Issueable receipt can also include business purpose in notes ("Working dinner with [client] re: [matter]"). For HSA-eligible nutritional therapy meals (rare but it exists), the receipt should specify the medical/therapeutic purpose. Most restaurant receipts don't need this level of detail; some corporate or healthcare-adjacent clients ask.

Question 8

Should I issue a receipt for refunds and voids?

Accepted Answer

Yes — refund documentation protects the restaurant in chargebacks and disputes. Issue a credit memo or negative-amount receipt referencing the original transaction, with the reason for refund ("Voided due to incorrect order — see original receipt #12345"). Keep the credit memo and the original receipt together in your records. Without documentation, refunds look like cash leakage in audit reviews.

Restaurant & Catering Receipt Template

Built for Hospitality Billing

Service Charge ≠ Gratuity

Food + Beverage + Alcohol

Catering Deposit Support

Beyond the POS

Catering Receipts

Private Dining Events

Corporate Expense Documentation

Refunds & Credit Memos

Restaurant Receipt FAQ