Restaurant & catering receipt template

Restaurant receipt FAQ

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

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) a replacement when the POS receipt has been lost.

What goes on a catering receipt?

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.

Service charge vs gratuity, what's the difference?

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 the IRS treats them differently: a mandatory service charge is wages paid by the restaurant, not a tip (Revenue Ruling 2012-18).

Do I charge sales tax on restaurant food?

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 applies tax to the whole receipt (a second tax line, such as a local meals tax, also applies to everything), so if alcohol is taxed at a different rate where you are, receipt it separately.

Should the receipt show alcohol separately?

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.

How do I handle private-event deposits?

Issue an invoice for the deposit at booking, then a final invoice/receipt for the balance after the event. The receipt for the balance shows only what was paid then, so name the deposit in the line: "Balance for 12 June event (total $5,400 less $1,500 deposit paid 12 March)" at $3,900. Use the invoice generator for the deposit and balance invoices, the receipt maker for the payment confirmations.

Can I provide an itemized receipt for business meal substantiation?

Yes. The IRS expects a business meal record to show the amount, date, place, business purpose and who attended (Publication 463). A POS slip usually has only the date and total; an Issueable receipt can carry the rest in the notes ("Working dinner with [client] re: [matter]").

How should refunds and voids be documented?

In writing, referencing the original receipt number and the reason ("Refunded: incorrect order, see receipt #12345"), and filed with the original. Issueable's receipts record payments received, so record the refund in your POS or with a written credit note. Without documentation, refunds look like cash leakage in an audit.