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Accounting and invoicing for restaurants and cafés

Guests pay at the till. But company parties, catering, lunch deals for businesses and bookings with a deposit need invoices. Saldiqo takes over that part and collects the supplier invoices from wholesaler, drinks supplier and energy provider.

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What comes up for restaurants and cafés

Till and invoice are two worlds

Guests pay through the till system. Companies want an invoice with a recipient, a description and the tax shown, and that does not belong in the till.

Parties with a deposit

Wedding, birthday, company party: you agree menu, headcount and price weeks ahead and ask for a deposit. The final invoice follows after the event.

Regulars on subscription

A business eats at your place every lunchtime and pays once a month. That invoice repeats.

Many suppliers, short terms

Wholesaler, drinks, bread, meat, wine, energy: supplier invoices with different due dates pile up quickly.

How Saldiqo helps

  • Quote, deposit, final invoiceYou write the quote with menu and headcount, issue the deposit straight from the quote and bill after the event.
  • Lunch deal as a recurring invoiceA recurring invoice creates the monthly invoice on a fixed date.
  • Receipts and supplier invoicesPhotograph the invoice or receipt with your phone and enter the due date. Open invoices can be bundled into a batch payment file for online banking.
  • Match paymentsUpload the bank statement and Saldiqo matches payments to invoices. You see who is still open and send a reminder with one click.
  • Cost centres for kitchen, bar and cateringSeparate income and expenses by area and see what earns you money.

Typical invoice lines

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

  • Menu, 3 courses, per person, 40 people
  • Drinks package per person
  • Room hire and decoration
  • Lunch deal for October, 22 meals
  • Deposit for the party on 14 November
  • Service by time, hours

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.

For restaurants and cafés in Malta

Sales to consumers need a fiscal receipt from an approved system. Saldiqo covers tax invoices to companies that give you their VAT number, for example for parties and catering.

Frequently asked questions

Is Saldiqo a till system?

No. Saldiqo does not replace a till. Guest sales belong in a till system that meets the rules of your country. Saldiqo is for invoices to companies and groups, deposits, reminders and expenses.

How do I bill parties with a deposit?

With a quote, a deposit invoice and a final invoice. The final invoice deducts the deposit paid and shows the remaining amount.

Can I show different tax rates for food and drinks?

Yes. Every invoice line gets its own rate. Which rate applies to which supply depends on the country, see below.

Do restaurants and cafés 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 restaurants and cafés 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 restaurants and cafés 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.

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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.