Cashless Payment Options for Catering: Cards, Mobile Pay, and Invoicing

Catering payments are different from walk-up food truck sales. You often need deposits to hold dates, final payment before or at the event, and sometimes invoicing for corporate clients. Going cashless improves tracking and reduces risk. This article covers the main options: card terminals, mobile pay, online payment links, and invoicing.

Card and Contactless at the Event

A portable card reader (or tablet with a reader) lets you take cards and contactless payments on-site. Many caterers use the same mobile POS they use for other operations; the key is having a reader that works away from your kitchen. Choose a provider that supports tipping or service charges if you add them, and that syncs with your invoicing or bookkeeping. Test the reader at the venue before the event—some locations have weak cell or Wi‑Fi, so confirm your reader can process offline or that you have a backup (e.g. manual card entry or payment link).

If you run a food truck and also do catering, one system for both keeps reporting simple. Use event or location modes so you can separate truck sales from event revenue when you run reports. That makes it easier to use our Profit Calculator and Forecasting Guide for each stream.

Deposits and Pre-Payment Online

For events, clients often pay a deposit (e.g. 25–50%) when booking and the balance before the event. Send a payment link by email or text so they can pay by card or mobile wallet without visiting you. Many POS and invoicing tools support one-time links; some integrate with your catering pricing and contracts. Clearly state deposit and balance due dates in your contract to avoid confusion.

Set a deadline for the final payment—for example, 7–14 days before the event—so you have time to order food and confirm head count. If the balance is late, your contract should say whether you can cancel or add a late fee. Keep a simple log of deposits and balances so you know what's collected; our Financial Tracking Template can help.

Invoicing for Corporate and B2B

Corporate and B2B clients often pay on invoice (Net 15 or Net 30). Use an invoicing platform that supports payment terms and reminders, and optionally a “Pay now” link so they can still pay by card. Track which invoices are outstanding so you’re not left carrying receivables. For smaller operations, start with simple invoicing; as you grow, you can add revenue and cash flow forecasting.

Choosing the Right Mix

Your mix of options depends on your clients: weddings and private events often pay by card or link; corporate may need invoicing. Offer at least card/contactless on-site and a way to collect deposits online. Keep contracts and payment terms in writing; our templates can help. For more on running catering operations, see our Catering First 90 Days guide.