Create and send an invoice

Create and send

1. Open the event, choose the Money tab and press New invoice.
2. Check Customer name and Email, which come from the event. Add a Due date if you want reminders to find it.
3. Under Line items fill in the description, quantity and rate. Press Add line item for more. The form starts with one blank line, not the event price.
4. Add Notes for client if you like. The preview shows Subtotal, Tax, Discount, Gratuity and Total.
5. Press Create invoice. It is saved and not sent. A message says “Invoice number created. Send it when you are ready.”
6. Press Send on the invoice. The client is emailed “Invoice number from your venue” with a Pay now button, the line items and your note. To add a line to that email, press Add a note first.

Tax, discount and gratuity

The invoice form has no tax, discount or gratuity boxes. They come from the event, in the cards Tax & discounts and Gratuity & service lower on the same Money tab. Press Edit event, fill them in and press Save changes. Tax is one rate for the event. Discount and gratuity are flat amounts, not percentages.

A deposit invoice leaves off the event discount and gratuity and keeps the tax rate. Every other invoice on the event carries all of them, so two ordinary invoices on one event both carry the discount and gratuity.

Find, resend and delete

Open Money in the left rail, then Invoices, to see every invoice grouped as Overdue, Waiting for payment, Paid and Cancelled. A row has Send invoice, or Chase for an overdue one. Chase sends the same invoice email again, not a different reminder. The row menu has Send the invoice again. Resending asks you to confirm.

The trash icon deletes an invoice that is not paid. When the Trash is on, it stays for 30 days. A paid invoice is locked: “Paid invoices cannot be changed.” Use a contract amendment for anything that moved.

What it does not do

• There is no way in the screens to edit a sent invoice, cancel it, mark it paid or record a payment you took outside the app. You can only resend, add a note or delete it.
• The tax, discount and gratuity rules above come from the event. There is no per-line tax, no second tax rate and no percentage discount or service charge.
• Tax is worked out before the discount on an invoice. The event’s Final total on the Money tab takes the discount first. Check an invoice’s total before you send it if you use both.
• There is no invoice PDF or print version. The client sees the email and the invoice in the client portal.
• An invoice number looks like INV-202610-0007. The counter is shared across venues for the month, so your numbers can skip.
• Nothing subtracts the deposit from a final invoice for you. Write the final invoice for the balance yourself.
• The Pay button shows only when the amount is above zero and the venue is not on PayPal. Without it the amount panel reads “Invoice total”.
• An invoice appears in the client portal as soon as it is created, before you send it, if the client has a portal account with the same email.
• A venue with a lapsed paid subscription cannot create, send or delete invoices.

Common questions