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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 Germany

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

VAT
Standard rate 19 %, reduced rate 7 %. Which rate applies to which supply depends on the case. Saldiqo calculates each invoice line with the rate you pick.
Small business scheme
Under section 19 of the VAT Act (UStG) you charge no VAT as long as your turnover was at most €25,000 last year and is at most €100,000 this year. Saldiqo shows how much room is left and adds the note to your invoice.
Mandatory details
Under section 14 UStG every invoice shows a tax number or VAT ID, a consecutive invoice number, the date of supply and the recipient. Saldiqo checks this before you finalise an invoice. Small invoices up to €250 gross need fewer details.
E-invoicing
All businesses have had to be able to receive e-invoices since 1 January 2025. Issuing becomes mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in all cases. Small businesses under section 19 are exempt. Saldiqo creates XRechnung and ZUGFeRD.
VAT return
The advance VAT return goes to the tax office through ELSTER, by the 10th after the end of the period. You file monthly if last year’s VAT was above €9,000 and quarterly above €2,000. Saldiqo provides the figures; you file in ELSTER or through your tax adviser.
Record keeping
Keep invoices and accounting vouchers for 8 years, books for 10 years and business letters for 6 years. The period starts at the end of the calendar year.
Late payment
In the second half of 2026 the default interest rate is 10.52 % between businesses and 6.52 % towards consumers, plus a €40 flat fee that applies to businesses only. Saldiqo has reminder levels with deadlines and fees.
Getting paid
Every invoice carries a GiroCode (EPC QR) that customers scan with their banking app. You match payments by uploading the bank statement as CSV or CAMT.
Tax adviser
Cash-basis profit calculation (EÜR), a DATEV export and a separate login for your tax adviser are built in.

For restaurants and cafés in Germany

Since 1 January 2026 Germany applies a permanent 7 % to food in hospitality and 19 % to drinks. For a party with a menu and a drinks package, food and drinks therefore get one line each. The till in your venue has to meet the German till rules.

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 Germany have to charge VAT?

Yes, unless they qualify as small businesses under section 19 UStG. That applies when turnover was at most €25,000 last year and is at most €100,000 this year. The limit is hard: VAT is due on the sale that takes you over it.

Do restaurants and cafés in Germany need e-invoicing?

Every business must be able to receive e-invoices since 2025. Issuing is mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in general. Small businesses, invoices up to €250 and tickets are exempt. Private customers still get a normal invoice.

How long do restaurants and cafés have to keep invoices?

Invoices and vouchers for 8 years, books for 10 years and business letters for 6 years, counted from the end of the calendar year. You can store receipts digitally in Saldiqo. The legal duty to keep records and to document your procedures 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.