Invoicing For Wedding Cakes: When To Send For Sweet Bliss

A wedding cake invoice is a formal request for payment for a wedding cake and associated services. It is typically sent by a baker or bakery to the couple getting married, and it outlines the total cost of the cake, including any delivery or set-up fees. The invoice is usually due at the time of delivery or when the cake is picked up. Wedding cakes often involve a significant amount of labour and are priced based on weight and ingredients used, with the average cost being around $500. Creating a detailed invoice helps to prevent miscommunication and ensures that the baker's services meet the couple's expectations.

Invoice contents: business name, address, phone number, email, logo, client's name, address, phone number, unique invoice number, date, itemised list of products/services, etc

A wedding cake invoice is a formal way to request payment from clients for the services you are providing for their weddings. It is a legal document that allows you to charge clients and track payments. Here is a detailed breakdown of the contents of a wedding cake invoice:

Business Information:

• Business name
• Business address
• Phone number
• Email address
• Website (if applicable)
• Logo

Including your business's contact information and logo is important for building your reputation and showcasing your professionalism. It also allows clients to reach out to you easily if they have any questions.

Client Information:

• Client's full name
• Client's address
• Client's phone number
• Any other relevant contact information (e.g., email address)

Collecting the client's contact information ensures the legality of the invoice and allows for easy communication between your team and the client.

Invoice Details:

• Unique invoice number
• Invoice date
• Itemised list of products/services:
• Description of the cake: number of tiers, number of servings, flavour, filling, frosting flavour, and any other specifications.
• Cakes and services ordered: delivery, cake cutting, cake stand rental, etc.
• Date of the transaction
• Number of cakes/hours the service took
• Rate of each product or service
• Subtotal, sales tax, service fee, delivery fee, and other applicable charges
• Payment details:
• Payment methods accepted (e.g., credit card, cash, PayPal)
• Payment terms, including the due date
• Payment schedule and total amount to be paid
• Delivery information (if applicable):
• Delivery fee based on the distance from the business to the event venue
• Pick-up or delivery time
• Personalised note (optional): A simple "thank you" or well-wish for the client's event can make them feel appreciated.

A well-crafted invoice for a wedding cake will be detailed and comprehensive, preventing miscommunication and ensuring that your services meet the client's expectations. It is also a useful tool for record-keeping and tax purposes, allowing you to track payments and document your income.

When to send: Typically due when the cake is delivered or picked up

Wedding cake invoices are typically due when the cake is delivered or picked up. This is because wedding cakes are usually prepared based on pre-orders, and clients often pay some advance amount before the delivery or pickup. The final invoice can be sent to the client in a digital format, with a payment link embedded in the invoice for easy online payment.

The wedding cake invoice should include the total cost of the cake, as well as any delivery or set-up fees. It is important to include all the relevant details in the invoice to avoid any misunderstandings. The invoice should also specify the payment terms, including the due date and the payment methods accepted.

The wedding cake invoice template can be used by specialty bakeries, wedding planners, or even a baker operating on a commission basis as an official request for payment. The template can be customised and personalised, with the ability to choose a particular theme, colours, and font styles.

• Your name or the name of your bakery
• Shop address
• Client name
• Client address
• Invoice date
• Invoice number
• Invoice due date
• Purchase order number (if the client is a corporate client)
• Event date (if available)
• Description of the cake, including the number of tiers, number of servings, flavour, filling, and frosting flavour
• Delivery charges
• Net amount payable
• Terms and conditions

Payment terms: When and how payment is expected, e.g. cash, card, cheque, PayPal, etc

When creating a wedding cake invoice, it is important to include the payment terms, such as when and how you expect to receive payment. This should be discussed with the client before issuing the invoice to ensure they know when and how to pay.

The invoice due date should be included, along with the payment methods you accept. Payment methods can include cash, credit card, cheque, PayPal, bank transfer, or debit card. You may also wish to include any information about fees for certain payment methods, such as a processing fee for credit cards.

It is common for wedding cake vendors to request a deposit to secure the booking, with the remainder of the balance due a few weeks before the wedding. This deposit is usually non-refundable and can range from 25% to 50% of the total cost. The final payment is often requested 2-4 weeks before the wedding date, with some vendors requesting full payment upon delivery or pick-up of the cake.

It is important to consider the different options available and choose the one that best suits your business and clients' needs.

Cancellation policy: Bakers may keep a percentage of the retainer or the entire amount if an order is cancelled

A wedding cake is a costly affair, and bakers often require a retainer for the order. This retainer is often non-refundable, and bakers may keep a percentage of it or the entire amount if the order is cancelled. This is because creating a wedding cake is a highly specialised and intricate process that requires a lot of planning and preparation. Bakers may need to order specific supplies and equipment to craft the cake, which can be expensive. Additionally, they can only make a limited number of cakes per day, so they reserve that slot for the client.

If a client cancels their order, the baker has lost the opportunity to sell that slot to another customer. To compensate for this loss, bakers may keep a percentage of the retainer. The amount they keep can vary depending on the baker's policy and the timing of the cancellation. For example, some bakers may keep 25% of the total price as a non-refundable retainer if the cancellation is made more than seven days before the wedding. If the cancellation is made within seven days of the wedding, the client may forfeit the entire value of the order.

Some bakers may offer more flexible cancellation policies, such as allowing clients to reschedule their order without penalty up to a certain number of days before the wedding. Others may offer a partial refund if the cancellation is made with sufficient notice, and they have not incurred significant costs or turned away other work. It is essential for bakers to have clear and concise cancellation policies in place and for clients to carefully review these policies before placing their order.

In exceptional circumstances, such as a pandemic or a personal crisis, bakers may choose to offer full refunds or waive their usual cancellation fees. Ultimately, it is up to the baker's discretion to decide how to handle cancellations and whether to offer refunds or credits for future orders.

Delivery: Delivery fees are often added to the invoice amount, and cakes may be delivered assembled or disassembled

Delivery fees are often added to the invoice amount, and cakes may be delivered assembled or disassembled.

Delivery fees are typically charged based on the distance travelled and can range from $25 to $125 for venues that are 30 minutes away, with some bakeries charging per mile. Some bakeries may include the delivery fee in the total cost of the cake, while others charge separately for it. The average delivery fee is around $50, but it can go as high as $195, especially for locations like New York City, New Jersey, or Brooklyn.

Some couples may opt to pick up their wedding cake to avoid delivery fees, but this comes with the risk of damaging the cake during transportation and not having professional setup services. It is recommended to pay for professional delivery to ensure the cake arrives safely and is assembled correctly.

When creating a wedding cake invoice, it is essential to include the delivery fee as a separate line item. This fee covers the time, transportation, and expertise required to safely deliver the cake to the venue. The invoice should also specify whether the cake will be delivered assembled or disassembled, as this may impact the setup process and timing.

To ensure a smooth delivery and setup process, it is advisable to provide detailed instructions to the bakery, including the address, timing, and any specific requirements for assembling the cake. It is also important to coordinate with the venue to ensure there is a designated space for cake assembly and that the air conditioning settings are suitable for the cake to remain stable and fresh.

Frequently asked questions