Custom cakes

Custom Cake Order Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A custom cake invoice needs the event date and time, servings and tier structure, flavours and fillings, each decoration element priced, delivery and setup with the venue named, any stand rental with its refundable deposit and return date, allergen and dietary notes, the deposit subtracted, and a balance due date one to two weeks before the event. Copy the template below, or use software that bills the balance automatically.

What belongs on the invoice

  • Business name, cottage-food or license info, contact details
  • Customer name, phone, event date and time
  • Delivery venue and setup time
  • Servings and tier structure
  • Flavours and fillings per tier
  • Decoration elements, priced individually
  • Delivery, setup, stand rental with deposit and return date
  • Allergen and dietary notes
  • Deposit applied, balance due, and its due date

The template

[Your Business Name] · [License / cottage food #]
[Phone] · [Email]

Invoice #____        Date: __________
Customer: __________________   Phone: __________
Event Date: __________  Delivery/Setup Time: ______
Venue: ________________________________________

Servings: ______   Tiers: ______

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Cake — ___ servings @ $___               $______
  Tier 1: [flavour / filling]
  Tier 2: [flavour / filling]
  Tier 3: [flavour / filling]
Sugar flowers x___                       $______
Hand-painting / sculpting                $______
Fondant finish upgrade                   $______
Dietary version (GF / vegan)             $______
Dessert table add-ons                    $______
Delivery — ___ mi                        $______
On-site setup + stacking                 $______
Stand rental (return by __/__)           $______
Stand deposit (refundable)               $______
Rush order fee                           $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Deposit received (non-refundable)       -$______
Balance Due                              $______
Balance due by: __________ (___ wks prior)

ALLERGENS: contains ______________________
Made in a kitchen that also handles ______________

Delivery and setup is a service, not a courtesy

Stacking a four-tier cake at a venue in August is an hour of pressure and real liability. Priced as its own line by distance and complexity, it’s understood. Bundled into “the cake,” it’s assumed to be free and blamed if anything shifts.

For a home or cottage-food kitchen, what you cannot guarantee matters as much as what you can. One line on every invoice is the clearest, kindest way to set that boundary.

Skipping the copy-paste

Software with your per-serving tiers, decoration elements, and delivery zones saved builds this at ordering, takes the deposit, and sends the balance invoice automatically before you shop.

Frequently asked questions

Why print the serving count?

Because it's what the price is built from and it's the number most likely to be misremembered. A cake quoted for 80 and expected to feed 120 is a conversation you want to have at ordering, from a written number, not at a reception.

Should allergens be on the invoice?

Yes — both what was requested and what your kitchen cannot guarantee. A written allergen note is the only responsible record of what was agreed, and for a home bakery it's an important limit on what you're promising.

How do I handle cake stand returns?

A rental fee plus a refundable deposit, with the return date printed on the invoice. Stands vanish after weddings almost as a rule, and a deposit is the only thing that reliably brings them back.

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