Can I invoice variable quantities through a subscription?

No. A subscription invoices the same lines each period. For variable quantities, create one monthly invoice.

Does ProFactuur provide delivery notes?

No. Track deliveries yourself and enter the monthly totals on the invoice.

Can I check the invoice first?

Yes. Each subscription can generate a draft or send the invoice immediately.

Catering and hospitality

Invoicing corporate catering and regular deliveries

Thirty sandwiches delivered to an office daily, a weekly meeting lunch or a regular Monday fruit basket: corporate catering provides steady income if invoicing keeps up. Nobody wants a daily invoice for ten sandwiches.

Fixed price or variable quantities

Some businesses order the same each month, such as a fixed team lunch package or a set number of weekly deliveries. A subscription sends the same invoice automatically each month. For changing orders, such as twenty sandwiches one week and thirty-five the next, use a monthly consolidated invoice covering all deliveries.

This reduces small invoices and administrative work. Since 2026, Belgian businesses receive invoices through Peppol, directly for their accounting systems without retyping.

In ProFactuur

How to do it, step by step

1
Fixed amount: create a subscription
Choose the customer, add the lines and select a frequency, such as monthly. Generate invoices as drafts or send them immediately. Subscriptions are available from Start.
2
Variable quantities: one monthly invoice
Track deliveries and create one invoice at month-end, showing the total quantity per product and the period in the description, such as Sandwiches, 1 to 31 March.
3
Prepare your products
Create products for sandwiches, lunch packages and delivery charges. Then just enter the quantities on the monthly invoice.
4
Send through Peppol
On a paid plan, the invoice goes through Peppol directly to the customer's accounting system. Accounts receivable shows which businesses still need to pay.

Example

Example: monthly sandwich delivery invoice

A caterer delivers sandwiches and soup to an office without service. Prepared meals supplied without service, such as sandwiches and lunches, were long subject to 6% Belgian VAT. The government decided to raise this to 12% for many prepared meals. Ask your accountant which rate currently applies to your supplies. The example rate is illustrative and must be confirmed.

Sandwiches, 1 to 31 March, 412 at €4.20	€1,730.40
Soup, 1 to 31 March, 96 portions at €3.10	€297.60
Total excluding VAT	€2,028.00
VAT 12%	€243.36
Total payable	€2,271.36

Adding service or a reception creates a different service with its own rate. Read how to use different VAT rates on one invoice.

Tracking orders

ProFactuur has no ordering module or delivery notes. Track daily orders in your usual spreadsheet or ordering system, then transfer the totals to the monthly invoice. If a business needs separate invoices by department, create a separate customer for each department with the correct address or reference.

Subscriptions are paused if your business returns to the free plan or payment for your own ProFactuur subscription fails for more than seven days. They are not deleted and resume once everything is resolved, without retrospectively invoicing missed periods.

Frequently asked questions

More for caterers

Different VAT rates on one catering invoice

Meals, drinks and delivery without service, with a separate rate per line.

An event quote per person or menu

Prices per person or menu, with quantities adjustable until shortly before the event.

All about invoicing for catering and hospitality Recurring invoices Everything about Peppol

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