Bakery invoices fall into three patterns: custom orders (wedding and celebration cakes) billed with a 50% deposit and the balance due before pickup or delivery; wholesale accounts (cafés, restaurants) invoiced weekly per delivery with Net 15–30 terms; and catering orders billed per head or per item with delivery and setup fees. Custom wedding cakes typically run $4–$12 per serving in the U.S.
Bakery Invoice Template
Reviewed by the Agiled editorial teamUpdated June 2026
A bakery's billing splits three ways — the bride ordering a tiered cake months out, the café that takes two dozen croissants every morning, and the office party that needs six dozen cupcakes delivered Friday. Each pays differently, and this template covers all three: deposit-and-balance fields for custom work, per-delivery lines for wholesale accounts, and per-item catering pricing with delivery fees. Download it in PDF, Word, Excel, Google Docs, or Google Sheets, or generate a pre-filled version below.
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Your Company Name
123 Business St, City, State 12345
billing@yourcompany.com
INVOICE
INV-0001
Bill to
Client Company
Due
Net 30
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Custom wedding cake | 1 | $450.00 | $450.00 |
| Cupcakes (dozen) | 5 | $36.00 | $180.00 |
| Delivery fee | 1 | $50.00 | $50.00 |
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Create online- Wedding cake pricing
- $4 – $12 per serving; deposit 50% to book the date
- Custom order balance
- Due 1–2 weeks before the event, not at pickup
- Wholesale terms
- Weekly invoicing, Net 15–30, per signed delivery ticket
- Sales tax quirk
- Many states tax prepared/catered food differently from bakery goods to-go
What to include on a bakery invoice
Order description with serving count
"Three-tier wedding cake, serves 120, buttercream, June 20" — the serving count is the pricing basis and the dispute-killer when someone recounts slices.
Event or delivery date
Custom work is date-bound. The invoice should name the pickup/delivery date and, for weddings, the venue.
Per-item or per-serving pricing
"120 servings × $6.50" or "6 dozen cupcakes × $30/dozen." Per-unit math lets clients adjust quantities without re-quoting the whole order.
Deposit credit and balance due date
Show the order total, the booking deposit with its date, and the balance due 1–2 weeks before the event — after final counts, before you buy ingredients.
Delivery and setup fees
Tiered-cake delivery with on-site assembly is skilled labor ($50–$150+ typical, distance-dependent). Its own line — never free, never hidden.
Rental items and returns
Cake stands, columns, and boards on loan: listed with a return date and replacement cost, or a refundable deposit.
Allergen and change-policy notes
"Contains nuts/dairy; final design changes accepted until June 6" — one line that prevents both a safety issue and the week-of redesign request.
Typical bakery pricing (U.S., 2026)
| Item | Typical range | Notes |
|---|---|---|
| Wedding cake (per serving) | $4 – $12 | Fondant and sculpted work at the top |
| Celebration cake (8-inch custom) | $45 – $120 | Design complexity drives it |
| Cupcakes (per dozen, custom) | $25 – $60 | |
| Cookies (per dozen, decorated) | $30 – $72 | Hand-iced at the high end |
| Wholesale croissants/pastries | $1.25 – $3.00 per unit | Volume-tiered |
| Delivery + tiered setup | $50 – $150+ | Distance and complexity |
| Dessert table / catering | $5 – $15 per guest |
Ranges reflect common U.S. retail and custom pricing; ingredient costs swing, so price custom work from your cost-per-serving recipe, not the table.
How bakery billing actually works
Custom and wedding orders: deposit, final count, balance
Book with a 50% non-refundable deposit invoice (the date is held, ingredients get ordered, other orders get declined). The balance invoice goes out after the final design and count are locked — due one to two weeks before the event so the cake isn't funded on hope. Day-of payment for weddings is a collections plan with frosting on it.
Wholesale standing orders: the weekly invoice
Cafés and restaurants on standing orders get one invoice per week: a line per delivery date with quantities per item, matched to signed delivery tickets. Net 15–30 is normal, but track it — food-service customers are notorious slow payers, and your flour supplier won't wait with you. Volume tiers ('$1.60/croissant under 50/week, $1.40 above') belong printed on the invoice.
Corporate catering and dessert tables
Billed per guest or per item with delivery, setup, and disposables as separate lines, invoiced to the company on Net 15–30 with a PO number. First-time corporate orders should prepay or deposit — 'the office manager who ordered left the company' is a real receivable story.
Invoicing mistakes that cost bakery professionals money
Taking custom orders without a deposit
A canceled custom cake is unsellable inventory and a lost booking slot. The 50% non-refundable deposit, invoiced at booking, is the industry's answer — and it filters out the non-serious inquiries before you've sketched anything.
Collecting the balance at pickup
The pickup counter is the worst negotiating venue: the cake is finished, the event is tomorrow, and any quibble becomes a discount. Balance due 7–14 days ahead, after final counts — pickup is for handover, not payment.
Untracked design changes
"Can we add a third tier?" two weeks out is a new order wearing the old one's price. Every change after booking gets a one-line invoice amendment with its cost, confirmed before the oven turns on.
Getting sales tax wrong on prepared food
Many states tax bakery items differently depending on whether they're sold to-go, catered, or served — and wholesale-for-resale needs the buyer's resale certificate on file instead of tax. Misclassifying this for a year is an expensive audit; ask your state or accountant once and encode it in the template.
How to use this template
- 01
Download the template in your preferred format, or generate a pre-filled version with the download studio above.
- 02
Add your bakery details and an invoice number; for custom work, add the event date and venue.
- 03
Describe the order with serving counts and per-unit pricing.
- 04
Add delivery, setup, and rental lines separately, with return terms for stands.
- 05
Credit the booking deposit and set the balance due 1–2 weeks before the event.
- 06
Apply the correct sales-tax treatment for your state, then send and confirm before ordering ingredients.
Skip this template if…
- Restaurant table service — that's POS receipt territory, not invoicing.
- Packaged-goods sales to grocery distributors — those run on distributor POs, case pricing, and EDI, beyond a bakery invoice.
FAQs
How much deposit should a bakery take for custom orders?
50% at booking is the standard for wedding and large custom orders, usually non-refundable since the date is reserved and other work is declined. Smaller celebration cakes often take a flat $25–$50 booking fee instead. Invoice the deposit immediately — the order isn't booked until it's paid.
When should the balance on a custom cake be due?
One to two weeks before the event, after the final serving count and design are confirmed. That timing funds ingredient purchase with the client's money and avoids day-of payment chasing. Pickup or delivery day should involve no money at all.
How do bakeries invoice wholesale accounts?
Weekly, with one line per delivery date showing quantities per item at the agreed tier pricing, matched against signed delivery tickets, on Net 15–30 terms. Resale-certificate customers are billed without sales tax; keep the certificate on file.
How much do bakeries charge for delivery?
Simple drop-offs run $15–$50 locally; tiered wedding-cake delivery with on-site assembly runs $50–$150 or more depending on distance and complexity, since it involves a skilled decorator, a climate-controlled vehicle, and assembly time at the venue. It should always appear as its own line.
Are bakery goods taxable?
It depends on the state and the context — many states exempt 'grocery-type' bakery items sold to-go but tax the same items when catered, served with utensils, or sold for on-premises consumption. Wholesale to resellers is exempt with a resale certificate. Set the rule per order type in your template.
What if a client changes the order after booking?
Re-price the change immediately and confirm it in writing as an amendment line on the balance invoice ('design change June 4: +1 tier, +30 servings — +$195'). Date-stamped change handling protects both the price and the production schedule — and a printed change deadline makes late requests easier to decline.
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