Sales by event and location
Use your point of sale reports to get daily sales, and tag each day to the location or event. Festivals, brewery stops, catering jobs and lunch routes can have very different returns. Compare sales less food, labor, fees and fuel for each. A packed festival with a high booth fee may be worse than a quiet lunch spot.
Cash handling
Cash is common at events. Count the starting float and the closing cash, record the deposit date and keep the count sheet. Record all of the sales, including cash, since they are taxable income. Over and short differences should be logged in a separate account so errors are visible.
Commissary, permits and compliance
Many jurisdictions require use of a licensed commissary kitchen. Record rent, storage and any other costs there. Permits, health inspections, fire safety checks and vendor licenses are often renewed by different agencies on different dates, so build a calendar. A missed renewal can shut the truck down for days.
Truck financing and repairs
The truck and its build-out are major assets, often with a loan or lease. Record the asset, the loan and interest correctly, and talk to a CPA about depreciation. Generator fuel, propane, repairs and tires should be tracked, as breakdowns on event days can cost far more than the repair itself. Keep a reserve for them.
Food cost and menu pricing
Weigh the cost of each dish and compare it to the menu price. Count inventory regularly, since stock in a small truck can be wasted quickly. Track food cost as a percentage of food sales weekly. Sales tax rules for prepared food vary by state, so confirm how to collect and report. If you have helpers, decide whether they are employees; informal cash pay creates tax and insurance problems. Tips received through your system need proper handling and payroll treatment.
Finally, save your event invoices, catering contracts and deposits. Catering deposits are liabilities until the event happens.
Catering and pre-orders
Large catering jobs often require a deposit and a final payment after the event. Treat the deposit as a liability until the event is held. Track the cost of each catering job separately, including prep labor, extra ingredients, travel and disposable supplies, because catering margin differs from the street window.
Pre-orders through an app or website behave like online sales, with fees and payouts that you need to reconcile with the bank in the same way as card sales.
Outdoor businesses depend on weather. Track sales against conditions and event dates, and note in your records when a location was unusually good or bad. A season of notes helps you book better events next year. Reserve money in strong months for winter or rainy periods, and ask your CPA about estimated tax payments that match your uneven income.
Common questions
Should the truck be in the business name?
Usually yes, and insured accordingly. An attorney or insurance adviser can confirm the details.
How do I handle event fees that are a percent of sales?
Record the fee as an expense tied to the event, after the organizer provides a statement.
This guide is general information, not tax, legal or accounting advice. Rules, fees and due dates change; check with the IRS, the NJ Division of Taxation or a licensed professional for your situation.