Bakery invoice template for custom cakes, bread and wholesale cafe orders

How bakeries price custom and wholesale orders

Bakeries price custom cakes by size, servings and design work, usually with a deposit at booking. Wholesale customers such as cafes, delis and offices pay a unit price from a trade price list, often with a minimum order and set delivery days.

• Custom cakes: priced by tiers or servings, then decoration, toppers, stands and delivery.
• Wholesale: a unit price per loaf, croissant or tray, billed weekly with each delivery date listed.

Bakery invoice template line items and example prices

The table mixes custom and wholesale lines a small bakery might use. Prices are examples in euro, before VAT, to show structure only. For cakes, write the servings and finish into the description; for wholesale, use the unit count as the quantity so a cafe can check it against delivery dockets.

VAT on bakery products in Ireland

Irish bakery goods do not all carry the same VAT rate. Revenue zero rates bread that meets its ingredient definition, while flour or egg based bakery products, and breads such as croissants and brioche, fall under the reduced rate, which is 13.5% in Revenue’s current rates table. Standard rate items are charged at 23%.

• Mixed rates on one invoice: set a rate per line in the generator. Revenue asks for a breakdown by VAT rate and the total VAT.
• When to register: the threshold for businesses supplying goods is €85,000.
• Timing: a VAT invoice must issue within 15 days of the end of the month of supply.
• Details: your name, address and VAT number, the customer’s name and address, a unique sequential number, dates, quantities and unit prices excluding VAT.

Check each product on Revenue’s VAT rates search. The Irish VAT invoice template page covers the full list of required details.

Cake order invoices: deposits, tastings and changes

A custom cake is usually billed twice: a deposit invoice when the date is booked and a balance invoice before collection or delivery. The balance invoice repeats the full order, lists the deposit by its invoice number and shows the balance.

• Design lock date: state when flavors and design are final. Later changes are priced as an extra line.
• Tasting box: bill it separately and say if it comes off the cake price.
• Stands and boards: mark hired stands as returnable, with the date you expect them back.

Our guide to deposit invoices covers numbering. If you price wedding cakes before the couple commits, WhizQuote makes the quote.

Wholesale bakery invoices for cafes and shops

Wholesale customers want one invoice per week or month covering every delivery, not a new invoice each morning. List each product once with the total quantity for the period, put the delivery dates in the description or notes, and record any short or missed delivery so the count matches the cafe’s own records.

Agree payment terms before the first drop, for example 14 days. If a tray arrives damaged after you have already invoiced, send a credit note for the returned items instead of editing the old invoice. Our guide to payment terms explains the options.

Baker invoice mistakes to avoid

Bakery invoices tend to go wrong on two things: VAT and counts. A single rate across bread and cakes, or a weekly total that does not match the delivery dockets, brings a query from the cafe’s bookkeeper and holds up payment.

• One VAT rate for everything, when bread and cakes may sit at different rates.
• No delivery dates on a weekly wholesale invoice.
• A deposit with no reference, so the balance invoice cannot be matched.
• Collection or delivery left unclear on a cake order.

Edit the cafe wholesale sample

The bakery sample invoice opens a Kildare bakehouse’s weekly bill to a cafe in Naas: croissants, fruit scones, whole carrot cakes, apple tarts and lemon loaves, all flour based and at the reduced VAT rate. Add bread lines at zero rate if you need them, then download the PDF.

See every invoice template we offer for other styles. If your shop sits next to other local trades, compare the alterations invoice and the barber shop invoice.