Create a client invoice
This article will explain the quick and easy way to create a client invoice as well as provide a detailed explanation of each field of the client invoice template. Once an invoice is created you can then update its status to track the progression from being a draft right up to it being paid. There are also controls to print or download an invoice as a PDF.
For you to have access to the Invoice tab the event status must be set to a status that includes the Contracted status. Once the event is considered contracted, several tabs and features then become available for the event, including the ability to create invoices.
Select the Invoices tab along the tab toolbar at the top.
Here you can see the five different types of invoices : Client invoices, Supplier invoices, Commission receivable invoices, Commission payable invoices, and Damage deposits - each with their own respective panels.
Under the Client invoices panel select Create client invoice.
Complete each field on the template. A detailed breakdown of each field can be found at the bottom of this article.
Once each field has been completed select Create invoice at the bottom of the page.
Once the invoice has been completed you will be directed to the invoice overview page. This displays all relevant information including details about the event, the invoice addresses, each individual cost, and the total amount of the invoice. From here you can manually edit each cost by selecting the green pencil icon on each row. You can also remove specific costs from the invoice by selecting the red X.
Along the top of the invoice you can see the status (defaults to Draft), the Authorise and Delete invoice buttons, as well as the two options to either Download or Print.
Once the invoice has been amended (if necessary) you can select the Authorise button. A dialogue appears that asks if you'd like to set a reminder for a later date. This can be useful as it can prompt you to follow up when an invoice is due, or when it is overdue. Simply select Set a reminder for and the assign the appropriate date, then select Mark as Sent. This will then amend the status to Authorised.
Finally, to change the status of this invoice to Paid, there must be a corresponding payment added for the total amount of the invoice. Once a payment for the full amount of the invoice is added the status is automatically updated to paid.
To add a payment, select Add payment from the Payments panel at the bottom right of the page. Enter in the amount that you have received as payment and the date it was paid and select Add payment. If the amount is for the full outstanding amount you will see the status update to Paid.
Note : You must ensure that the Invoice has the status of Authorised prior to entering in any payment details. You cannot change the status of an invoice from Draft to Paid.
At any point you are able to Void the invoice by selecting the Void invoice button along the top toolbar.
Note : Once an invoice is voided it cannot be changed to any other status. There is a dialogue box which confirms that you want to void an invoice to prevent users from accidentally voiding invoices.
Template : This dropdown displays the invoice templates you have created. For information on how to create an invoice template click here.
Client account : This dropdown is populated with all accounts associated with the costs you have added to the quote.
Client contact : Select the relevant contact from the account selected above.
PO number : This is a free text field which allows you to enter any PO number that has been assigned to this invoice.
Invoice date : Select the date this invoice is to be created for.
Due date : Select the date when payment is due for this invoice.
Exclude VAT : Tick this box if this invoice is to be exclude VAT.
Type : There are five options to choose from : Fixed amount, Percentage of event price, Costs, Costs types, and Uninvoiced amount. Each option will change the way the amount is calculated. For example, if you select Costs it will display all of the costs associated with this event and allow you to select which ones to be invoiced. Selecting Cost types will create an invoice that will display each different cost type and aggregate all associated costs within these headings. For example, if you have three different costs associated within the Venue hire cost type, these three costs will be added together and displayed as one figure on the invoice.
Amount : Set the definitive amount to invoice for.
Percentage : Set the percentage to invoice for. This will be calculated from the total event price.
Costs : This list is generated from the different suppliers added via the Costs screen. You can select individual costs to invoice for, alternatively you can select them all.
Uninvoiced amount : This will create an invoice for the total amount that has not been invoiced previously.
Description : Here you can enter in any relevant information to be displayed at the bottom of the invoice. This information will be viewable by all users as well as be displayed on any downloaded or printed PDFs.
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How to create a client invoice
For you to have access to the Invoice tab the event status must be set to a status that includes the Contracted status. Once the event is considered contracted, several tabs and features then become available for the event, including the ability to create invoices.
Select the Invoices tab along the tab toolbar at the top.
Here you can see the five different types of invoices : Client invoices, Supplier invoices, Commission receivable invoices, Commission payable invoices, and Damage deposits - each with their own respective panels.
Under the Client invoices panel select Create client invoice.
Complete each field on the template. A detailed breakdown of each field can be found at the bottom of this article.
Once each field has been completed select Create invoice at the bottom of the page.
Once the invoice has been completed you will be directed to the invoice overview page. This displays all relevant information including details about the event, the invoice addresses, each individual cost, and the total amount of the invoice. From here you can manually edit each cost by selecting the green pencil icon on each row. You can also remove specific costs from the invoice by selecting the red X.
Along the top of the invoice you can see the status (defaults to Draft), the Authorise and Delete invoice buttons, as well as the two options to either Download or Print.
Authorise an invoice
Once the invoice has been amended (if necessary) you can select the Authorise button. A dialogue appears that asks if you'd like to set a reminder for a later date. This can be useful as it can prompt you to follow up when an invoice is due, or when it is overdue. Simply select Set a reminder for and the assign the appropriate date, then select Mark as Sent. This will then amend the status to Authorised.
Marking an invoice as paid
Finally, to change the status of this invoice to Paid, there must be a corresponding payment added for the total amount of the invoice. Once a payment for the full amount of the invoice is added the status is automatically updated to paid.
Add a payment
To add a payment, select Add payment from the Payments panel at the bottom right of the page. Enter in the amount that you have received as payment and the date it was paid and select Add payment. If the amount is for the full outstanding amount you will see the status update to Paid.
Note : You must ensure that the Invoice has the status of Authorised prior to entering in any payment details. You cannot change the status of an invoice from Draft to Paid.
Voiding an invoice
At any point you are able to Void the invoice by selecting the Void invoice button along the top toolbar.
Note : Once an invoice is voided it cannot be changed to any other status. There is a dialogue box which confirms that you want to void an invoice to prevent users from accidentally voiding invoices.
Create invoice template fields explained
Template : This dropdown displays the invoice templates you have created. For information on how to create an invoice template click here.
Client account : This dropdown is populated with all accounts associated with the costs you have added to the quote.
Client contact : Select the relevant contact from the account selected above.
PO number : This is a free text field which allows you to enter any PO number that has been assigned to this invoice.
Invoice date : Select the date this invoice is to be created for.
Due date : Select the date when payment is due for this invoice.
Exclude VAT : Tick this box if this invoice is to be exclude VAT.
Type : There are five options to choose from : Fixed amount, Percentage of event price, Costs, Costs types, and Uninvoiced amount. Each option will change the way the amount is calculated. For example, if you select Costs it will display all of the costs associated with this event and allow you to select which ones to be invoiced. Selecting Cost types will create an invoice that will display each different cost type and aggregate all associated costs within these headings. For example, if you have three different costs associated within the Venue hire cost type, these three costs will be added together and displayed as one figure on the invoice.
Fields that change depending on the selection made above
Amount : Set the definitive amount to invoice for.
Percentage : Set the percentage to invoice for. This will be calculated from the total event price.
Costs : This list is generated from the different suppliers added via the Costs screen. You can select individual costs to invoice for, alternatively you can select them all.
Uninvoiced amount : This will create an invoice for the total amount that has not been invoiced previously.
Description : Here you can enter in any relevant information to be displayed at the bottom of the invoice. This information will be viewable by all users as well as be displayed on any downloaded or printed PDFs.
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Updated on: 02/09/2020
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