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The Difference Between Invoices & Sales Receipts

First, Let’s break down a topic that might seem a little dry but is super important for keeping your business running smoothly: invoices vs. sales receipts. Knowing the difference (and when to use each) can save you a lot of headaches down the road.


What’s an Invoice?

Think of an invoice as a formal way of saying, “Hey, here’s what you owe me.” You’ll send one out when:

  • A client is paying after the event or delivery.

  • You’re asking for a deposit or partial payment upfront.

  • You need a document to outline exactly what’s owed and when.

Invoices usually include:

  • Invoice Number: A unique ID for tracking.

  • Client Info: Name, address, and contact details.

  • Line Items: A breakdown of the services or products provided.

  • Payment Terms: Deadlines, payment options, and any late fees.

Example: You catered a big corporate lunch, and the client wants to pay after the event. An invoice spells out what’s due and when they need to pay. 

What’s a Sales Receipt?

A sales receipt is basically a fancy way of saying, “Thanks for your payment!” It’s what you give when:

  • The customer pays in full right away.

  • There’s no balance left to settle.

  • The client wants instant proof of their payment.

Sales receipts include:

  • Receipt Number: For easy tracking.

  • Client and Business Info: Names, dates, and addresses.

  • Transaction Details: What they bought, how much they paid, and how they paid.

Example: A customer places a catering order, pays on the spot, and walks away with a receipt in hand. Quick, simple, done.

Order Tickets vs. Catering Tickets

When it comes to sales receipts, CaterZen gives you two options: Order Tickets and Catering Tickets.

  • Order Tickets are simple, internal documents best used to guide your team in fulfilling orders. Think of them as straightforward instructions—not something you’d send to a customer.

  • Catering Tickets, on the other hand, are polished, branded receipts designed for your clients. These include your company logo and are a great way to reinforce your brand while providing customers with a professional document.


Pro Tip: Always use Catering Tickets when communicating with clients to make a great impression. Save Order Tickets for internal use to keep operations smooth.


When to Use Each

The difference boils down to timing:

  • Invoice: Use when payment is delayed or split (like deposits or post-event billing).

  • Sales Receipt: Use when payment is immediate and full.


How CaterZen Makes It Easy

Here’s the good news: CaterZen takes the stress out of managing invoices and sales receipts. Here’s how:

  1. Easy Invoices: Create professional invoices in no time with CaterZen’s Automatic Invoice Feature.

  2. Branded Catering Tickets: Send out polished, branded receipts instantly with the 

  3. Internal Order Tickets: Use Order Tickets to keep your team on track behind the scenes.

  4. Payment Tracking: Keep tabs on what’s paid and what’s outstanding with our

  5. QuickBooks Integration: Sync everything seamlessly with QuickBooks.

How to Access and Print Catering Tickets or Order Tickets

Sales receipts in CaterZen come in two forms: Order Tickets and Catering Tickets. These documents serve as records of transactions and can be accessed and printed through multiple areas in the system.


Methods to Access and Print Sales Receipts

1. Using the "Print All Reports" Button in the Overview Tab

**Explore our Interactive Click-through Guide here:

This method allows you to print all Order Tickets and Catering Tickets within a selected date range.

  • Go to the Overview Tab in your CaterZen account.
  • Select the desired date range from the left or choose a Custom Date Range from the right to view orders. 
  • Click Generate Report   
  • Scroll to the bottom and click the "Print All Reports" button.   
  • A pop-up box will appear—choose to print one or multiple
  • Click "Print Selected Reports" to generate a PDF containing all the selected tickets.

2. Using the Ticket Functions Drop-Down

**Explore our Interactive Click-through Guide here:


This method allows you to access and print tickets for specific orders.

  • Navigate to an order using one of the following:
  • Overview Tab: 
    • Click View All Orders or select the Order ID number in the Overview Tab Report. 
    • Click the hyperlink to open the order immediately, or right-click to open it in a new tab or window for easier navigation.   
  • CRM Section: 
    • Pull up a customer record, go to the Orders icon, and click View/Edit Orders.
    • Locate the desired order and click on the View/Edit Orders icon.
    • A pop-up will open with a Ticket Functions drop-down menu.   

  • Select one of the following options:

    • "Print Order" – Generates a PDF of the Order Ticket.
    • "Print Catering Ticket" – Generates a PDF of the Catering Ticket.
  • The PDF will open, allowing you to view, print, or download the receipt.

How to Access and Print Invoices

**Explore our Interactive Click-through Guide here:

Invoices in CaterZen can be accessed and printed through multiple areas of the system. The Accounting Tab provides the most efficient way to locate, view, print, or email invoices.


1. Accessing Invoices

  • Navigate to the Accounting Tab, click on the Invoices/Catering Tickets link.    

  • Select Date Range - Filter by the date of the event for which you want to place a deposit.

  • Select Locations to include (if applicable) - Choose the appropriate location(s)
  • Click Apply Filters - Apply the selected filters to proceed.

  

2. Locating an Invoice

  • Once the filtered list appears, find the specific order by referencing:
    • Order ID
    • Customer Name
    • Company Name
  • Click on the orange "View" button next to the invoice.   
  • The Order Details will appear for the order. Go to the Choose a Function Dropdown.  

3. Viewing and/or Printing an Invoice

  • To view an invoice:
    • Click on the View Invoice in the dropdown.    
  • Once the invoice is showing, click Download and open to print your invoice:

4. Emailing an Invoice

  • To email an invoice to a client:
    1. Click on the Email button. 
    2. The customer's email will pre-populate automatically, but you can update it if needed. Confirm or update their email address, then click Send Email Now. 
    3. Click Send Email Now to send the invoice.


Additional Tips

  • If you use either Braintree or Authorize.net to process your customer's credit cards through CaterZen, ensure the Pay by Credit Card and Allow Customers to Pay via Invoice settings in the Admin Tab are enabled. This allows your customers to pay their balance online. Click Pay by Invoice - Step by Step to view the detailed instructions.
  • If an invoice needs to be sent as a reminder, use the Aging Report to track outstanding invoices.
  • If multiple invoices need to be marked as paid, CaterZen allows you to update them quickly in just a few clicks. Refer to How to Quickly Mark Invoices as Paid for step-by-step instructions. 
  • If multiple invoices need to be printed at once, use the Print All Invoices feature from the Invoices Page.


By following these steps, you can efficiently manage and distribute invoices within CaterZen.



Wrapping It Up

Invoices and sales receipts might seem small, but they’re a big deal when it comes to running your catering business. With CaterZen, managing them is a breeze—so you can focus on the fun stuff (like making amazing food). And remember: Order Tickets = internal use, Catering Tickets = polished for clients.


Need help? Check out our Support Center or reach out—we’re here for you!