Invoice Template for Juice Bars: How to Bill Catering, Wholesale, and Cleanse Clients
Free juice bar invoice templates for catering, wholesale, and cleanse subscriptions — plus sales tax rules, payment terms, and how to reduce time-to-payment.
At-counter juice sales settle at the register. A customer taps a card, walks out with a 16 oz cold-pressed green, and the receipt is the whole paper trail. The invoicing side of a juice bar lives somewhere else: in the catering deposit for a yoga studio's grand opening, the weekly wholesale order for a gym's front cooler, the prepaid cleanse a corporate wellness client bought for twelve employees.
Running the B2B side of a juice bar requires knowing what to put on invoices, how to send them, when sales tax applies to juice, and how lower-cost payment methods reduce card fees on B2B accounts.
When does a juice bar actually need to send an invoice?
Counter sales require a receipt, not an invoice. The same goes for farmers markets, pop-ups, and delivery orders paid through a third-party app. The register or platform handles the record.
Invoices come in when the payer is another business, and specifically for these four revenue lines:
- Catering: yoga studios, corporate offices, weddings, film sets. Deposits at booking, balance after the event.
- Wholesale: cases of bottled cold-pressed juice delivered weekly to gyms, cafes, and grocers.
- Cleanse subscriptions: 3-day and 5-day plans billed up front.
- Corporate wellness contracts: recurring monthly billing against a signed SOW.
B2B accounts pay on their own schedule, usually Net 15 or Net 30. Juice bars use invoices for B2B revenue such as catering, wholesale orders, cleanse subscriptions, and corporate wellness contracts, while at-counter retail sales settle at the register with a receipt. A dated invoice is what starts the clock on that Net 30, and it's also the document your bookkeeper matches against a bank deposit at tax time. Without an invoice, the payment is harder to match to the right order and deposit.
What should you include on a juice bar invoice?
A complete juice bar invoice includes the business legal name and EIN, client name and address, a unique invoice number, issue date, due date, itemized line items with quantity and unit price, a sales tax line, accepted payment methods, and remit-to details. Missing any of those and either the client's accounts payable rejects it, or your books can't reconcile it later.
The full checklist:
- Your business identity: legal name, DBA if you have one, business address, and EIN. An EIN is the federal tax ID the IRS issues to businesses. Listing an EIN on invoices lets sole proprietors avoid sharing a Social Security number with clients.
- Client details: company name, billing contact, address, and any PO number or event reference they gave you so their AP system can match it.
- Invoice number, issue date, due date: with terms in plain English (Net 30 means payment is due 30 days from the invoice date).
- Itemized lines: product name (16 oz cold-pressed green juice), quantity, unit price, line subtotal. One line per SKU. Never bundle.
- Sales tax line: calculated on the taxable portion only. Prepared juice and bottled juice may be taxed differently depending on your state's rules.
- Payment methods and remit-to: ACH, card, check. Put ACH first.
- Late fee policy: if you charge one, state the rate on the invoice itself.
How do you create and send a juice bar invoice in 6 steps?
- Confirm the scope in writing. Headcount for catering, case counts for wholesale, or the specific cleanse plan for subscriptions. An email thread is fine; a signed SOW is better.
- Fill in the header. Your business info, the client's info, invoice number, issue date, due date. Number sequentially (INV-2026-001, INV-2026-002) so nothing gets skipped or duplicated.
- Itemize every SKU on its own line. Quantity, unit price, subtotal. If catering, list per-person price, delivery fee, and setup fee as separate lines.
- Add the sales tax line based on your state's rule for prepared vs. bottled juice. If your invoicing software lets you tag items as taxable or exempt at the line level, use that instead of applying a blanket rate.
- List accepted payment methods and remit-to info, putting ACH first because it's typically the lower-cost option to accept.
- Send the same day service is delivered or product ships. Set automatic reminders at 7, 14, and 30 days past due.
Where can you find free juice bar invoice templates?
Three copy-ready templates below. Each works pasted into Google Docs, Excel, or a PDF form.
Catering invoice template
INVOICE
[Your Juice Bar Legal Name]
[Address] | EIN: [XX-XXXXXXX]
[Phone] | [Email]
Bill To: Invoice #: INV-2026-0142
[Client Company] Issue Date: [MM/DD/YYYY]
[Contact Name] Event Date: [MM/DD/YYYY]
[Billing Address] Due Date: Net 15 from event
PO #: [if provided]
DESCRIPTION QTY UNIT PRICE AMOUNT
16 oz cold-pressed juice 50 $9.00 $450.00
(assorted, per menu)
Wellness shots (2 oz) 50 $4.00 $200.00
Delivery + setup 1 $75.00 $75.00
--------
Subtotal: $725.00
Sales tax (%): $XX.XX
Deposit paid:-$362.50
========
BALANCE DUE: $XXX.XX
Payment methods: ACH (preferred), card, check
Remit to: [bank name, routing/account for ACH]
Late fee: 1.5% per month on balances 30+ days overduePaste that template into ChatGPT or Claude with your event details and ask it to generate a fillable version. Try: "Turn this juice bar catering invoice template into a Google Sheet with the subtotal, sales tax, deposit, and balance due calculated automatically from the line items. Sales tax rate is 8.75%." The tool can draft a spreadsheet structure with formulas you should review before using it with a client.
Wholesale invoice template
INVOICE — WHOLESALE
[Your Juice Bar Legal Name] Invoice #: INV-2026-0143
[Address] | EIN: [XX-XXXXXXX] Issue Date: [MM/DD/YYYY]
Delivery Date: [MM/DD/YYYY]
Bill To: Due Date: Net 30
[Gym / Cafe / Retailer]
[Billing Address] PO #: [if provided]
SKU DESCRIPTION CASES BOTTLES/CASE $/CASE AMOUNT
GRN-16 Green (16 oz) 4 12 $84.00 $336.00
BEE-16 Beet-carrot (16 oz) 2 12 $84.00 $168.00
CHR-12 Charcoal lemonade (12oz) 2 12 $72.00 $144.00
-------
Subtotal: $648.00
Sales tax (%): $0.00
=======
TOTAL: $648.00
Payment methods: ACH (preferred), card
Remit to: [bank name, routing/account]Ask an LLM: "Convert this wholesale juice invoice into an Excel spreadsheet with a dropdown for SKU that auto-fills the case size and unit price from a reference table." The tool can draft a reusable spreadsheet layout, which you should check before sending weekly invoices.
Cleanse subscription invoice template
INVOICE — PREPAID CLEANSE
[Your Juice Bar Legal Name] Invoice #: INV-2026-0144
[Address] | EIN: [XX-XXXXXXX] Issue Date: [MM/DD/YYYY]
Due Date: Upon receipt (prepaid)
Bill To:
[Client Name]
[Delivery Address]
DESCRIPTION AMOUNT
5-Day Cleanse Plan (6 juices/day, 30 bottles total) $225.00
Delivery to home address $0.00
-------
Subtotal: $225.00
Sales tax (%): $XX.XX
=======
TOTAL: $XXX.XX
Delivery Schedule:
Day 1 delivery: [MM/DD/YYYY]
Day 3 delivery: [MM/DD/YYYY]
Day 5 delivery: [MM/DD/YYYY]For a fillable PDF version, try: "Turn this cleanse subscription invoice into an interactive PDF where the customer's name, dates, and total are fillable fields."
How do you invoice catering, wholesale, and cleanse subscriptions?
Each channel bills on its own rhythm.
Catering an event. Send a deposit invoice at booking. Many juice bars collect a 25% to 50% deposit at booking, then invoice the balance on Net 15 terms after the final headcount is confirmed. If you're building out that side of the business, the general playbook for invoicing catering clients applies — deposit at booking, itemized balance after the event, and clear cancellation terms in writing.
Wholesale to gyms, cafes, and offices. Recurring weekly invoice with case-count line items. Save the account as a repeat customer in your invoicing software so you're not redrafting the same wholesale invoice every Monday. Terms are almost always Net 15 or Net 30 depending on the buyer.
Juice cleanse subscriptions. Bill as a prepaid recurring invoice, not post-delivery. You do not want to be chasing a $225 balance for juice that has already been drunk. Charge up front, list the delivery schedule on the invoice itself, and treat it like any other prepaid subscription.
Corporate wellness contracts. Monthly invoice tied to a signed SOW with a fixed per-employee or per-delivery rate. These accounts can produce repeat revenue, so use a written contract that sets the rate, delivery schedule, payment terms, and cancellation policy.
Farmers markets and pop-ups. Card or cash at point of sale. Just a receipt.
Do juice bars need to charge sales tax on juice?
The short answer: usually yes for juice made to order, often no for bottled juice sold from a cooler, and almost always yes for catering. The long answer depends on your state.
Sales tax treatment of juice varies by state: juice made to order and served for immediate consumption is generally taxed as a prepared food, while bottled cold-pressed juice sold for off-premise consumption is often treated as a grocery item. Each state's Department of Revenue writes its own definitions of "prepared food" and "grocery," and they do not line up.
A California example: the state generally exempts cold-pressed juice sold in sealed bottles for off-premise consumption as a grocery item, while juice made to order and served for immediate consumption is taxable as prepared food. The California Department of Tax and Fee Administration writes the specific tests in its guidance for the dining and beverage industry.
Other states use their own prepared-food and grocery definitions, so check your state Department of Revenue before setting tax rates in your invoicing software.
Catering is a separate story. Catering services are almost always taxable, and in many states the labor and delivery portions are taxable too. The rules genuinely differ, and getting it wrong compounds monthly.
How to reduce time-to-payment on juice bar invoices
Two levers matter: invoice speed and payment method.
Send the invoice the same day service ends or product ships. Every day it sits in your drafts folder is a day it isn't in the client's AP queue.
Offer ACH as the default. ACH payments are often lower cost than card payments for B2B juice bar invoices because ACH is typically priced as a flat transaction fee while card payments are percentage-based. ACH is a useful default for B2B invoices because it is bank-to-bank and is governed by Nacha operating rules. On a $648 weekly wholesale invoice, card processing at roughly 2.5% to 3% adds about $16 to $19. Over a year of weekly invoices to one gym account, that fee difference can be material.
Automate reminders at 7, 14, and 30 days past due. Most invoicing tools do this for free once you turn it on.
Save repeat customers. For weekly wholesale routes and monthly wellness contracts, one-click duplication of last week's invoice beats retyping SKUs and case counts every time.
Novo Invoices are included with a Novo business checking account that has no monthly fee, and the account lets small businesses send unlimited invoices and accept ACH payments at no additional cost. Paid invoices deposit into your Novo business checking account, provided by Middlesex Federal Savings, F.A., Member FDIC. The yoga studio's ACH lands in the same account you pay produce suppliers from, with no transfer step and no reconciliation gap.
One tradeoff to be upfront about: Novo does not accept cash deposits. If your juice bar takes meaningful cash at the counter or at farmers markets, plan a separate deposit route for that, such as a cash-accepting bank branch, an armored service, or a smart-safe partner, and use Novo for the digital side of the business.
How long do juice bars need to keep invoice records?
The IRS period of limitations for records supporting a tax return is generally 3 years, extends to 6 years when income is underreported by more than 25%, and is indefinite for unfiled or fraudulent returns. Keep every invoice and its matching bank deposit for at least seven years. Digital storage is low cost, and complete records make an audit easier to support.
Beyond the legal minimum:
- Reconcile monthly. Match invoices to bank deposits every month so a missing payment surfaces in weeks, not at year-end.
- Track COGS by channel. Produce, bottles, labels, and delivery costs against invoiced revenue tells you real margin per line. Wholesale to a gym at $84 a case may be thinner than the cleanse subscription that looked smaller in gross terms. The full list of deductible line items on the cost side lives in our juice bar business expenses guide.
- Reconcile 1099-Ks. Third-party settlement organizations such as Square, Stripe, and PayPal must issue Form 1099-K to businesses whose payments exceed the federal reporting threshold set by the IRS. When those forms arrive in January, match them line by line against your own invoice records before your accountant sees either.
What invoicing mistakes should juice bars avoid?
- Bundling a catering order into one line like "juice catering — $600." Clients dispute what they can't see itemized. Break out per-person price, delivery, and setup as separate lines.
- Forgetting sales tax on the taxable portion, then eating it out of already-thin juice margins. On a $2,000 catering job at 8.75%, that's $175 out of your pocket if you forgot to add it.
- Writing "due upon receipt" with no due date and no reminder cadence, then wondering why it's 45 days late. Give a specific date and turn on reminders.
- Taking a $400 catering payment on personal Venmo, then trying to remember three months later whether it was the yoga studio or the birthday. Business income belongs in the business account, not personal.
- Charging card fees to every client by default instead of steering B2B accounts to ACH. Card fees make sense for walk-ins, not for a monthly wellness contract.
Frequently asked questions
Do I need an EIN to invoice, or is my SSN enough as a sole proprietor?
A sole proprietor can use an SSN, but an EIN is available at no cost from the IRS and keeps your Social Security number off every invoice you send. An Employer Identification Number is issued by the IRS to businesses and is used in place of the owner's SSN on invoices and tax filings. Apply online at irs.gov; you get the number the same day.
Can I charge a late fee on overdue invoices, and what's a common rate?
Yes, if you state the policy on the invoice or in your terms. A common rate is 1% to 1.5% per month on the outstanding balance, applied after a grace period (often 30 days past due). Some states cap the maximum, so check your state's usury rules before setting a rate above 1.5% monthly.
What deposit percentage is normal for juice bar catering?
Many juice bar catering invoices use a 25% to 50% deposit at booking, with the balance due after the event once the final headcount is confirmed. Larger events (corporate accounts, weddings) tend toward 50%; smaller studio orders often 25%. Non-refundable deposits should say so in writing.
How do I invoice a recurring juice cleanse subscription?
Bill up front as a prepaid invoice, list the delivery schedule on the invoice itself, and charge card or ACH at booking. Do not invoice after delivery; juice consumed is hard to claw back if payment fails.
What's the difference between a receipt and an invoice?
An invoice is a request for payment issued before the client has paid. It lists what's owed and when. A receipt is proof of payment issued after the client has paid. Counter sales get receipts. B2B catering, wholesale, and subscription clients get invoices, then receipts when the invoice is paid.
Disclosures
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