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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.

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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 the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

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 the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do restaurants and cafés in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should restaurants and cafés keep invoices?

Keep VAT records for 6 years. 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.