Quotation, invoice and receipt for snack box orders

When you are the person buying snacks for Friday's meeting, accounts will ask one question first: which documents can I claim against? A snack box quotation, invoice and receipt should be sorted out before you place the order, not after the boxes have been eaten. This page explains which documents BreakHub issues, what to prepare, and an order of steps that keeps paperwork from going missing.

Three documents can be requested: a quotation, an invoice and a receipt. You can ask for a quotation straight away on the quotation request page. The rest of this page is guidance for the buyer's side.

Which documents does BreakHub issue for companies?

BreakHub issues three documents on request: a quotation, an invoice and a receipt. Most company orders use them in that order. The quotation gets the budget approved, the invoice supports the transfer before delivery day, and the receipt supports the reimbursement.

Document	When it is used	What to tell us
Quotation	Before ordering, for internal budget approval	Set, box count, delivery date, delivery address
Invoice	After the order is agreed, before payment	Registered company name, address for the documents
Receipt	After payment, to support reimbursement	The name and address to appear on the document

A good first message is: "Please send a quotation, and we need a receipt in the company name. What else do you need from us?" Then attach the details you prepared from the sections below.

How do you request a snack box quotation?

There are two ways. Fill in the form on the quotation request page, or choose a set on its page and press the LINE order button, which copies your order summary. The team replies with the menu, delivery fee and total before you have to decide anything.

The quotation will match what your approver needs more closely if you send the full details the first time: the set you are considering, the box count, the date and time you want the boxes, and the delivery address. If you have not chosen pastries yet, you do not have to wait. Ask for an estimate by set and pick the menu later. Pastries can be mixed within a set, up to 20 pieces per kind.

The three prices to compare are Value Set at ฿42 per box, Recommend Set at ฿70 and Best Seller Set at ฿85. None of them includes delivery, which the team charges by real distance and quotes before you confirm. If you want the document to show both parts, say at the start that you would like snacks and delivery on separate lines.

What should accounts prepare before the order?

Prepare the name and address that will appear on the documents, the document types you need and how you want to receive them. Collecting these first saves rounds of back-and-forth questions.

Information	Check with	Why
Registered company name	Accounts	Even a small spelling error can mean reissuing the document
Address for the documents (not the delivery address)	Accounts	The two addresses are often different
Head office or branch	Accounts	Some organisations need it stated
Document types needed	Accounts or procurement	Quotation, invoice, receipt, or all three
How to receive documents	Coordinator	Email, or the channel the team confirms
Contact and receiving person	Coordinator	So the team can call when the van reaches the building

If your company already has a reimbursement manual, open the section on supporting documents first, then ask the team whether the documents they issue cover every item. If something is missing, ask whether there is another option, or ask accounts to adjust the claim method.

What is the difference between an invoice and a receipt?

An invoice asks for payment of the agreed amount, while a receipt confirms that payment has been made. They are different documents used at different points in the order.

Companies use different documents for reimbursement. Some ask only for the receipt, while others want the quotation and invoice attached so the claim can be checked later. So do not order first and hope the paperwork will do. Ask accounts what they need, then ask the BreakHub team whether they can confirm exactly that for this order.

Timing also differs. The invoice comes before the transfer and the receipt after payment. BreakHub takes 100% payment before delivery day, so the receipt is often in your hands before the event. If your organisation reimburses only after the goods arrive, tell the team when you request the quotation so the sequence can be agreed to fit your internal process.

What should a quotation include to get the budget approved?

A quotation that an approver can sign straight away should show the set name, box count, price per box, the snack total, the delivery fee and the delivery date. If any of these is missing, the approver tends to send it back with questions and you lose another round.

Example: a 60-person meeting ordering 60 boxes of the Recommend Set (an order must be at least 50 boxes).

Item	Calculation	Baht
Recommend Set	60 boxes x 70	4,200
Delivery	Charged by distance	Quoted before you confirm
Total before delivery		4,200

If your budget falls between two sets, for example ฿75 per person, the closest fit is the Recommend Set at ฿70, while the Best Seller Set at ฿85 is over budget. Another route is to mix two sets in one order, such as the Value Set with the Best Seller Set. Start from all snack box sets or try the budget calculator.

Read next: what to send when requesting a quotation lists the details the team uses to prepare your quotation faster.

What order of steps works from quotation to reimbursement?

Start talking about documents at the same time as you ask for the quotation, not after the boxes arrive. That leaves time to fix details before the event and avoids a rush at month end.

1. Check with accounts which documents are needed and the correct name and address.
2. Request the quotation through the quote page or LINE, and mention the document needs in the same message.
3. Have the team confirm the menu, delivery fee, total and the document format they can provide.
4. If the documents do not match what you need, talk to accounts before you confirm the order.
5. Pay in full before delivery day, then ask for the receipt as agreed.
6. After delivery, check the box count and keep the confirmation messages with your reimbursement papers.

Order at least 2 days ahead as normal, and allow more if your approval process has several stages. If the event came up suddenly, rush options exist for a limited set of pastries; see the rush delivery page, and always ask about the day's queue first.

What if your organisation needs its own document format?

If your organisation has its own form, such as a payment voucher in its own layout or a document that needs the receiver's signature, ask the team order by order before you order. BreakHub does not publish which special formats it supports, so do not assume in advance.

Government work usually comes with procurement rules. Read more at break sets for government agencies, and for the general quotation process see the corporate quotation service.

If your company accepts documents only by email, or needs originals, put that in your first message and say which channel you want. The team will reply on whether that matches what you need. If it does not, you still have time to decide before the event.

What to know before ordering

The documents BreakHub can confirm are the ones named on this page. Anything else is asked per order, and some ordering conditions affect your paperwork too.

• The minimum is 50 boxes per order. A quotation can only be prepared for orders of 50 boxes or more. Below that, we do not take it as a regular order.
• Payment is 100% before delivery day. A receipt therefore relates to payment, not to receiving the goods. If your organisation pays only after delivery, ask the team before confirming.
• Reducing the box count needs 48 hours' notice. After that the figures on the documents stay at the original count.
• Delivery is charged by real distance. The team quotes it before you confirm. We deliver in Bangkok and the surrounding provinces, checked address by address, and other provinces are asked case by case.
• No other documents are promised. If your organisation needs anything beyond the three above, ask the team first and do not assume it will be available.

Summary

BreakHub issues a quotation, an invoice and a receipt for company orders on request. You can ask for a quotation straight away: sets start at ฿42 per box, the minimum is 50 boxes, you order at least 2 days ahead, and you pay in full before delivery day. Raise paperwork together with the quotation request, with the registered company name and the document address ready. Organisation-specific formats are confirmed by the team order by order.

With your details ready, request a quotation or press the LINE order button on the set page you chose.