Free Bakery Invoice Template
Bill custom cakes, cupcakes and wholesale orders with the pickup or delivery date, deposits and allergen notes on the invoice. Download it free in Word, Excel or PDF, or fill it in online.
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Filled-out sample bakery invoice. The download is the blank version.
Prefer to fill it out yourself? Download a blank template to print or edit.
What to Put on a Bakery Invoice
Bakeries bill two kinds of customers: people ordering custom work and businesses on standing orders. Include these items:
Bakery Invoice Checklist:
- Your details: your bakery name, contact information and payment methods
- Customer: the person or business ordering
- Pickup or delivery: the date and the time
- Items: cakes by tier and servings, cupcakes by the dozen, pastries and bread by the dozen or case
- Design work: fondant, sugar flowers, custom toppers and hand painting
- Delivery and setup: the fee for bringing and setting up a cake at the venue
- Deposits: the booking deposit and any refundable equipment deposit
- Allergen and ingredient note: what the order contains, and what it was made near
- Payment terms: balance due before pickup, or net 15 or net 30 for wholesale
Custom Orders: Cakes, Cupcakes and Design Work
Price cakes by size. State the tiers and the servings, such as "3-tier wedding cake, 120 servings". Sell cupcakes by the dozen. Bill design work on its own line so the customer sees what the fondant, flowers or custom topper cost. If you charge a tasting fee and credit it toward the order, show the fee as a credit on the final invoice.
Wholesale Accounts and Standing Orders
Cafes and restaurants order the same items on a set schedule, often every week. Price them per dozen or per case and list the delivery days. Many bakeries invoice wholesale accounts weekly or monthly on net 15 or net 30 terms. Put the order number or standing order reference on each invoice so the customer's accounts payable team can match it.
Deposits, Delivery and Cancellation Cutoffs
Take a booking deposit on a custom cake to hold the date and cover ingredients. Keep the line items at full price and show the deposit paid as a credit beneath the total. If you lend a cake stand or other equipment, add a refundable deposit line and refund it when it comes back. Add a delivery and setup fee for off-site cakes. State the last day the customer can change the design or cancel, since work starts days before the event.
Allergens and Sales Tax
Note the main allergens in the order, such as wheat, milk, eggs, nuts and soy, and say if you bake in a kitchen that handles them. Sales tax on prepared food and baked goods varies by state, and delivery or setup may be taxed differently. Check your state's rules or ask your accountant before you set up the tax line.
Example Bakery Invoice
Here is what a bakery invoice looks like using our template. Amounts are examples only:
How to Use
- 01Pick Word, Excel or PDF above, or choose the online builder.
- 02Add your details, the customer and the pickup or delivery date and time.
- 03List cakes, cupcakes and design work on separate lines.
- 04Add delivery and setup, the equipment deposit and the booking deposit paid.
- 05Add the allergen note and the change cutoff, then send the invoice.
Ready to Create Your Invoice?
Choose your preferred format below: online builder or downloadable template.
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Prefer to fill it out yourself? Download a blank template to print or edit.
Common Questions About Bakery Invoices
How do I invoice a custom cake order?
Include your details, the customer, the pickup or delivery date and time, the cake size and servings, design work, delivery and setup, any deposit paid, the balance due and an allergen note.
How do I invoice a wholesale bakery account?
List each item per dozen or per case, add the delivery dates and the customer's order number, and state net 15 or net 30 terms. Invoice weekly or monthly for standing orders.
How do I show a booking deposit?
Keep the line items at the full price and show the deposit paid as a credit beneath the total. The invoice then shows the full cost and the balance due.
Should I charge a deposit for a cake stand?
If you lend stands or other equipment, yes. Add it as its own refundable line and note when it is refunded, usually after the item is returned.
Do bakeries charge sales tax?
It depends on the state. Many states tax prepared food and baked goods, and some treat delivery differently. Check your state's rules or ask your accountant.
Is this bakery invoice template free?
Yes. The Word, Excel and PDF downloads are free, with no sign-up and no watermark, and the online builder needs no account.
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