Free Purchase Order Template for Caterers
Caterers balance multiple simultaneous events with different menus and logistics. Purchase orders keep every food and equipment order documented per event, ensuring the right quantities arrive at the right venue at the right time.
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What should a caterer put on a purchase order?
A caterer issues a purchase order to suppliers to authorise food, beverages, and equipment for an event before delivery. List each item with the quantity, the cover count where relevant, and the agreed price, plus the event date. The PO gives the supplier an approved order to fulfil, and the invoice that follows references its number.
Typical line items
- Food packs by menu and cover count
- Beverages and bar stock
- Disposable crockery and cutlery
- Equipment hire (chafing dishes, urns)
- Event name and date
- Quantity per line
- Agreed price per item or cover
- Delivery date and venue address
How the work is charged
Catering supplies are priced per cover, per case, or per item, with equipment hire charged per day. The purchase order records each figure so the supplier's invoice can be matched against the approved event order.
Payment terms and deposits
Supplier accounts often run net 30, though one-off event orders may need payment closer to delivery. The PO authorises spend up to its total, and the supplier should reference the PO number on the invoice.
Tax and compliance
Where sales tax or VAT applies, show it as a separate line with the registration number. Food, drink, and hire are taxed differently in many places, so confirm what applies to the order.
Frequently asked questions
How do caterers link purchase orders to specific events?
Include the event name, date, and venue on every PO. This lets you track food and equipment costs per event for accurate billing and profitability analysis.
What should a caterer's PO include for food orders?
Specify product names, quantities with pack sizes, any quality or origin requirements, delivery address and time (allowing for preparation), and agreed pricing.
How do caterers handle last-minute guest number changes?
Build a contingency into your POs (typically 10% extra) and agree with your supplier whether quantities can be adjusted up to a certain cut-off date without penalty.
Related purchase order templates
Read the complete purchase order guide to see what a purchase order needs and how it leads to an invoice.
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