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Accounting and invoicing for catering companies

Buffet, menu, staff, crockery and delivery: in catering an invoice has many parts that change with headcount and date. Saldiqo issues a deposit on order, adjusts the final invoice to the final headcount and records purchases and staff per event.

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What comes up for catering companies

Price by headcount

The quote comes before the final guest count. The final invoice has to reflect the actual number.

Many cost types

Goods, staff, crockery, transport and rentals belong to every event and have to be assigned to it.

Deposit and payment term

Corporate customers pay on terms, private customers before the party.

How Saldiqo helps

  • Quote by headcountMenu price per person, staff and equipment as lines.
  • Deposit and final invoiceDeposit on order, final invoice with the final number.
  • Cost centre per eventAssign goods, staff and rentals and see the result.
  • RemindersPayment reminders with deadlines for overdue invoices.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Buffet, 3 mains and 2 sides, per person, 80 people
  • Service staff, hours
  • Crockery and cutlery, hire
  • Drinks package per person
  • Delivery and set-up
  • Deposit 40 % on order

Tax and invoicing in Malta

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

VAT
Rates 18 %, 12 %, 7 % and 5 %. Malta has no zero rate in law. Exports, EU supplies, food and medicines are exempt with credit, which lets you reclaim input VAT. Exempt without credit does not.
Article 11 small undertakings
With up to €35,000 of domestic turnover a year you can be exempt under Article 11. The status ends on the day the limit is passed, and you still register with the VAT department. Saldiqo adds the exemption note and leaves VAT off.
Tax invoice or fiscal receipt
A tax invoice is issued only when the customer gives you a VAT number. Otherwise a fiscal receipt from an approved system is required. Saldiqo writes invoices. It is not a fiscal receipt system, and a Saldiqo PDF does not replace a fiscal receipt.
Invoice timing
Issue the invoice by the 15th of the following month, or when payment arrives if that comes first. Simplified invoices are allowed up to €100.
E-invoicing
There is no mandate. Public bodies accept e-invoices through Peppol (EN 16931). The tax authority plans e-invoicing and real-time reporting but has set no dates, and EU rules apply from 1 July 2030.
VAT returns
Returns are due by the 15th day of the second month after the period, with 7 extra days when you file and pay electronically. Article 11 businesses file a yearly declaration by 15 February. Saldiqo does not file returns.
Record keeping
VAT records for 6 years, income tax records for 9 years and company records for 10 years. Plan for 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in English or Maltese and send invoices in either language.

Frequently asked questions

How do I adjust the final invoice to the final headcount?

You change the quantity in the final invoice. It deducts the deposit and shows the rest.

How do I see the margin per event?

With cost centres per event. You assign goods, staff and invoices.

Do catering companies in Malta have to charge VAT?

If you are registered under Article 10, yes. Small undertakings under Article 11 with domestic turnover of up to €35,000 a year are exempt from charging VAT, but the status ends on the day the limit is passed.

Do catering companies in Malta need a fiscal receipt?

Sales to consumers need a fiscal receipt from an approved fiscal receipt system, and Article 11 businesses use one for all sales. Saldiqo is not such a system. It covers tax invoices to customers who give you their VAT number.

How long should catering companies keep invoices?

VAT records for 6 years, income tax records for 9 years and company records for 10 years, so plan for 10 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.