Why bakery owners should send professional invoices
Whether you specialize in gluten-free baking, or make the world’s best chocolate brownies, you need a fully customizable invoice that clearly lists all the goods you have sold, as well as all the details for special custom orders.
That means no cookie-cutter invoice will do for your wide range of delicious cookies. Besides being a master baker, you also supply great customer service, so your invoice should be as polished and professional as the delicious creations you bake.
A good-looking, well-organized invoice will add to your outstanding reputation for mouth-watering baked goods.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our array of beautiful bakery invoice templates and pick the one in the color and style you like
- Download the invoice template in the format you want to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s absolutely free!
- Add your bakery name, address, phone number, and email address. If you offer specialty baking services, or catering, mention that here
- Insert your great bakery logo, website address, and any graphics you use to brand your bakery
- Insert your customer’s name and up-to-date contact information
- Add on a unique invoice number
- Insert the date of the invoice, and the payment due date
- Include a list of all bakery items sold, including quantities, prices, and descriptions and prices of any special orders
- Include any other charges, such as delivery, or food set-up, with descriptions and costs for each. The template is easily tailored to make sure you cover all the related services you provide
- If you are including a discount, add a line highlighting the discount so your customers know they are receiving a great price for your wonderful baked goods and excellent customer service
- Calculate the total price, including all applicable taxes, and enter the total
- Include your payment terms, including your accepted methods of payment
- Add a personal note at the end to thank your customers for the business – and ask them to refer your bakery to their friends and business associates
- Save the invoice for your records – and give a copy to your customer
When is the right time to send an invoice to your bakery customers?
Most bakeries charge at the time of purchase. If it is a large special order, or for catering an event, many bakery owners ask for a percentage of the cost up front, with the remainder on delivery, or when the event is finished.
Whatever payment cadence you choose, make sure it’s clearly noted on each proforma invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Invoicing tips for bakers
Add some bakery recommendations
Add lines to describe any other of the services you think your customers might enjoy, such regular bread deliveries, or specialty birthday cakes. By sharing professional recommendations, you show your customers you are thinking about their best interests, and would like them to visit your bakery again.
Add a little promotion
A flexible invoice template has lots of room to add in some promotion of your baking talents. Include links to your latest selection of fresh fruit pies or cinnamon rolls. If you write a baking blog, or if your bakery has been recently featured in the press, add links as well. You could also include a coupon for a free cupcake with the customer’s next order.
Accept a variety of payment methods
Offer payment methods that let your customers pay in a way that is most convenient for them. They will appreciate the convenience of using an e-Transfer or debit card to pay for your baked goods. If they can pay right on their smartphone, even better!
Make sure you have the correct contact person
If you are providing an order of baked goods to a large company or organization, make sure you send your invoice to the person who pays the bills. Your direct contact person might not be the right person to receive invoices and issue payment.