AvoBakery Invoice Template (Free Fillable PDF)
Bakers invoice three kinds of customers: a bride ordering a cake six months out, a café with a standing weekly order, and a company ordering 200 cupcakes for Friday. The first needs the design and the deposit on paper, the second needs a weekly statement by item, the third needs a simple quantity × price with the delivery time. This template handles all three with lines for item, servings or quantity, design notes, delivery and the deposit.
Free, fillable, US Letter. No email, no sign-up. Fill in your business and your cottage-food or health permit number once. For each order change the customer, the pickup or delivery date and the lines.
What the PDF looks like. The hints in the line table show the lines a baker typically bills; type over them.
Why bakery invoices get paid late
Design agreed verbally
“Two-tier cake, $340” with no description leads to “I thought it was three tiers”. One line of design notes on the invoice is the record.
Deposit paid months ago
Credit it with the date; the customer will not remember.
Wholesale orders without item counts
Cafés reconcile deliveries by item. One line per item per delivery, or per week with the counts.
What to include on a bakery invoice
- Your business name, contact and cottage food or food establishment permit numberMany states require the permit number on the invoice or the label.
- Customer name, event or business, pickup or delivery date and time“Whitfield wedding, Sat Jun 14, deliver by 2 pm, Larkspur Barn”.
- Invoice number, date, due date and order referenceBalance due before pickup for custom orders.
- Items with servings or quantity and unit price“Three-tier wedding cake, 120 servings” or “Sourdough loaves, 24 × $6.50”.
- Design, flavors and dietary notes“Vanilla bean with raspberry filling, buttercream, fresh flowers supplied by florist, gluten-free top tier”.
- Delivery, setup, stands and rentalsDelivery fee, setup time, cake stand deposit.
- Sales taxBaked goods are taxed differently from prepared food in many states; show the rate.
- Deposit credited, payment terms, cancellation and allergy noteDeposit as a negative line; allergen statement in the terms.
Example bakery invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Three-tier wedding cake, 120 servings: vanilla bean, raspberry filling, Swiss buttercream | 1 | $780.00 |
| Gluten-free top tier upgrade | 1 | $60.00 |
| Delivery and setup, Larkspur Barn, Sat Jun 14 by 2 pm | 1 | $75.00 |
| Cake stand rental (refundable deposit $50 on return) | 1 | $25.00 |
| Deposit received Jan 8 | −$300.00 | |
| Total due | $640.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each baker job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
When should a custom cake be paid for?
Deposit at booking (commonly 25–50%) to hold the date, balance 7–14 days before pickup. Put both dates on the invoice; cakes cannot be resold, so the deposit is normally non-refundable close to the date.
What should a cake invoice say about the design?
Tiers, servings, flavors and fillings, frosting type, decorations and who supplies them (fresh flowers from the florist, a topper from the client), and dietary versions. It is the record both sides check on the day.
How do bakeries invoice wholesale customers?
A weekly or monthly statement listing each delivery date with items and quantities, or a standing-order line (“Sourdough, 24/week × 4 weeks”). Net 15 is typical; cafés reconcile against their delivery slips.
Do I charge sales tax on baked goods?
It depends on the state and sometimes on whether the item is sold hot, with utensils, or for on-site consumption. Many states exempt cold bakery items sold to go and tax prepared food. Check your state and show the rate on its own line.
Should an allergen note be on the invoice?
Yes, one sentence in the terms: which allergens the kitchen handles. Cottage food laws in many states require allergen disclosure on labels; repeating it on the invoice costs nothing.