Restaurant receipt template
A restaurant receipt does two jobs. For the diner claiming a business meal, it is evidence. For you, it is the record that reconciles the till against what gets banked.
Both jobs need itemisation, which is where handwritten slips fall down.
What to show
- Restaurant name, address and tax registration number where applicable.
- Receipt number, and the table or order number.
- Date and time. Time matters for expense claims — it distinguishes a business lunch from a private dinner.
- Number of covers.
- Items ordered with quantity and price, food and drinks grouped separately.
- Service charge, as its own line with the rate.
- Tax, separately with its rate.
- Total paid and the payment method.
- Server name, where you use it for accountability.
Why food and drinks are separated
Two reasons, both practical. Many employers reimburse food but limit or exclude alcohol, so a merged total risks the whole claim. And in a number of jurisdictions food and alcohol attract different tax rates, which cannot be reconciled from a single figure.
Grouping them costs nothing at the point of sale and removes both problems.
Service charge done properly
Service charge must be shown as its own line, with the rate, and separately from tax. Where it is added automatically — commonly for larger parties — that should have been disclosed before ordering.
Combining service charge into tax, or into the food total, is the single most common cause of disputes over restaurant bills, and it is entirely avoidable.
The number of covers
An easily overlooked field that matters for business claims. Expense policies frequently require the number of attendees at a business meal, and sometimes their names.
Printing the cover count means the diner does not have to annotate the receipt by hand — annotations that finance teams tend to distrust.
Reconciling the day
- Total receipts issued for the session, split by payment method.
- Count cash and reconcile card settlement reports.
- Investigate differences the same day.
- Record the banking reference against the session.
Splitting by method matters: a cash shortfall and a card settlement timing difference look identical in a single total and have completely different causes.
How to use this template
- Open the free receipt generator.
- Add your business and customer details.
- Enter your items, prices, tax and branding.
- Preview, then download the PDF or share it directly.
Frequently asked questions
What should a restaurant receipt include?
Restaurant name and address, tax number where applicable, receipt and table number, date and time, number of covers, itemised food and drinks separately, service charge and tax as separate lines, and the total with payment method.
Why separate food from drinks?
Many employers limit or exclude alcohol from reimbursement, and in several jurisdictions food and alcohol attract different tax rates. A merged total cannot be split afterwards.
How should service charge appear?
As its own line with the rate, separate from tax. Where it is added automatically for larger parties, that should have been disclosed before ordering.
Why does the number of covers matter?
Expense policies often require the number of attendees at a business meal. Printing it means the diner does not have to annotate the receipt by hand.
Why record the payment method on each receipt?
Because reconciliation depends on it. A cash shortfall and a card settlement timing difference look the same in a combined total but have entirely different causes.