Payments · Operations
Advance and balance: keeping payment tracking simple
Nothing creates awkward conversations like not knowing who has paid what. A simple way to keep it clear.
The Platterly team · 18 September 2026 · 2 min read
For most caterers the booking is secured with an advance, and the rest is paid closer to, or after, the event. It is a sensible arrangement, but it creates a quiet burden: someone has to remember who has paid how much, and what is still due.
Record every payment on the order
The simplest rule is also the best one: every payment is recorded against the order it belongs to, the moment it is received. Not in a notebook, not in a chat message, but on the order, with the date, the amount and how it was paid. Then the order itself tells you what is paid and what is left.
Show the balance, not just the total
A total tells you what the customer owes in the end. A balance tells you what they owe now. Keep both visible, so a quick look at an order answers the question "do I need to follow up?".
Decide your advance in advance
Many caterers take a fixed share as an advance. Whatever you choose, decide it once, tell the customer when you confirm the booking, and apply it the same way every time. A rule that you apply consistently needs far fewer awkward conversations than one you negotiate each time.
Issue the invoice from the same place
When payments live on the order, the invoice is just a summary of the order and what has been paid. It avoids typing the same numbers twice, and avoids the mistakes that come with it. In India, remember that GST applies to your invoices where you are registered, so keep your tax details with your business profile.
Follow up kindly and on time
A friendly reminder a few days before the balance is due works better than a difficult call after the event. Knowing exactly what is outstanding lets you write that reminder in a minute.
A short checklist
- Every payment is recorded on its order the day it arrives.
- Each order shows the total, the amount paid and the balance.
- The advance is decided in advance and explained when the booking is confirmed.
- Invoices come from the order, not from a separate spreadsheet.
- Reminders go out before the balance is due.