Witte kassa and catering: how do you stay compliant?

If you run catering or events in Belgium, you'll run into the witte kassa sooner or later. Officially that's called the Registered Till System (GKS). Together with the black box, that system makes sure every sale is properly recorded and can't be changed afterwards.

The question that comes with that is a practical one: how do you stay compliant without adding an evening of paperwork to your week? That works when your till and your quotes talk to each other. Catermonkey and CloudPOS are connected for exactly that.

What is the witte kassa and how does the black box work?

The witte kassa is mandatory for hospitality businesses and caterers earning more than €25,000 a year from restaurant and catering services, VAT excluded. The system registers every sale through a Fiscal Data Module (FDM), the black box. That module records everything securely, so the tax authorities can check what went over the counter that day.

If you don't meet that requirement, it can come back to bite you:

• Fines up to €5,000
• Possible closure of your business
• Reputational damage
• Legal problems

A till that meets the GKS rules itself mainly saves you worry. You no longer have to check whether every receipt has been recorded properly.

How Catermonkey and CloudPOS work together around the witte kassa

Beyond the rules, running a catering business is about keeping track: knowing what's coming in, what needs to be ready and what still needs invoicing. That's where the connection between Catermonkey and CloudPOS helps.

1. The witte kassa rules come along automatically

CloudPOS is a certified till system that meets the GKS requirements and works with the witte kassa. Every sale is recorded the way it should be, without you having to do anything extra.

2. Less retyping, so fewer mistakes

Because Catermonkey and CloudPOS are connected, you don't have to enter your orders twice. Quotes and orders from Catermonkey go straight through to the till, so a typo in a quantity or a price can't happen anymore.

3. Everything findable in one place

• Seeing straight away what's been sold and ordered
• Automatic invoicing and reporting
• Equipment management so you don't head out with too little crockery

That leaves you time for what you're good at: delivering great events and great catering.

What you can sort out today

First check whether your revenue from catering and restaurant services is above the €25,000 threshold. If so, you need a registered till system with a black box, not an ordinary till with a receipt book next to it.

If you're just under that, keep an eye on your revenue. The threshold applies per calendar year, and one big event can tip you over it without warning.

Catermonkey sends your signed quotes and bookings straight through to CloudPOS, so what you've sold also shows up in your witte kassa without retyping it. Want to know how that would work for your business? We're happy to look at it together. You can also create an account with no obligation and try it yourself.

Frequently asked questions

From what revenue do I need a witte kassa?

From €25,000 revenue a year from restaurant and catering services, VAT excluded. Below that, the GKS isn't mandatory. Work out your revenue per calendar year, and only count food and drink service, not for example pure equipment rental.

What's the difference between the witte kassa and the black box?

The witte kassa is the whole set-up: a registered till system plus the black box. The black box is the Fiscal Data Module that stores every sale securely, so a receipt can't be changed afterwards. You need both, they only work together.

What am I risking if I work without a registered till system?

Fines run up to €5,000, and repeat offences can get your business shut down. On top of that, an inspection follows and it stays on your record. For a caterer who works with businesses, that's more of a headache than the fine itself.

Do I also need a witte kassa if I only cater on location?

Yes, the requirement is tied to your revenue from catering and restaurant services, not to where you're set up. If you cater on location, you'll usually use a mobile set-up that works with the same black box. Ask your till provider how that fits your way of working.

Can I connect my catering software to my till?

You can. Catermonkey connects to CloudPOS, a certified till system for the witte kassa. Your orders then go from your quote straight through to the till, so you don't enter them twice and your sales figures match what you've delivered.

What happens with a quote I only invoice after the event?

The registration in your till is about the moment of sale, your invoice follows from that. If your quotes and your till are connected, the amount is already sitting ready and you only need to send the invoice. Keep your till receipts and invoices together per event, and you'll find everything again at an inspection.

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