Venue contracts and payments: proposals, e-signature, deposits and invoices
Send a proposal the client accepts from a link, a contract they sign on a phone with no account, and deposit and final invoices paid by card into your own Stripe or Square account. You send each step. Nothing is billed or confirmed on its own.
MyVenueHQ covers the paperwork between a held date and a paid event: a proposal accepted by link, a contract signed on any device, a payment schedule of deposit, second and final payments, and invoices paid by card into your own Stripe or Square account. MyVenueHQ adds no fee to invoices. Contracts need the Venue plan. Accepting a proposal or signing a contract does not create the next document, so you send each one.
From proposal to paid, step by step
What you do and what the client sees at each step.
| Step | What you do | What the client does |
|---|---|---|
| Proposal | Build it from sections: cover, intro, packages, photos, pricing table and terms. Set an expiry date if you want one. Send it from the event. | Opens a link, no account. Accepts or declines, with an optional message. You get an email. |
| Contract | Write your agreement once as a template, with the client name, event date, event name and venue name left as placeholders. Load it onto an event and send it. Venue plan. | Opens a private link on any device, draws or types a signature and ticks to agree. Their time and IP address are recorded, and they get an email as a record. |
| Payment schedule | Each event has three slots: Deposit, Second Payment and Final Payment, each with an amount, a due date and a status. Auto-generate splits the total into two or three payments. | Sees the schedule in the client portal. |
| Deposit invoice | Press Create Deposit Invoice on the event’s Money tab. It builds a one-line invoice from the deposit amount and date. Send it. | Receives the invoice by email and pays by card. They get a payment confirmation. |
| Final invoice | Add line items with description, quantity and rate, one tax rate, a discount and gratuity, a due date and a note. Send it. | Pays the balance due by card. |
| Reminders | Turn on Remind clients about payments, or ask the assistant to prepare a reminder and press send. | Gets a reminder 3 days before, then 1 day and 7 days after the due date, at most 3 per payment. |
Contracts
Write your own agreement once as a template. Four placeholders fill in from the event: the client name, the event date, the event name and the venue name. A contract is locked once it is signed, and editing the text of a sent contract sends it back to draft so a client never signs words they did not see. Void withdraws a link.
Invoices and card payments
Invoices are made from the event, with a customer filled in from the booking. Card payments go into the Stripe or Square account you connect. MyVenueHQ adds no fee to invoices. Your processor’s card fee still applies.
Payment reminders
One automation, Remind clients about payments, sends a reminder 3 days before a payment is due and again 1 and 7 days after, up to 3 per payment. It covers unpaid invoices and the dates on an event’s payment schedule, and stops once a payment is made. It is checked every six hours. The assistant can also prepare a reminder, and it sends only when you press the button.
What you see in Money
The Money screen shows what you have won, what is coming in and what is at risk: payments past their date, overdue invoices, holds ending, proposals with no answer and contracts not yet signed. Its tabs hold Invoices, Proposals and Contracts across the venue.
Client portal
With a client account, a client sees their events, what they owe, the payment schedule and their invoices, uploads documents and messages you. Signing a contract and answering a proposal use their own links and need no account.
What it does not do
Where the paperwork stops today.
- A signed contract does not confirm the event, and an accepted proposal does not create a contract or an invoice. You send the next document yourself.
- Built-in signatures have no PDF. The venue sees the signature image, the time and the IP address, and the client gets an email with the title and time. There is no venue countersignature, no amendments and no certificate of completion.
- The client is not reminded automatically about an unsigned contract. You can resend it, and Money flags contracts that have been out for six days without a signature.
- A deposit does not fall due when the contract is signed, and a balance cannot be set as a number of days before the event. Due dates are calendar dates you pick, on up to three payments per event.
- The final invoice is typed by hand. Nothing subtracts the deposit for you.
- Proposals have no PDF and no version history. Packages show their add-ons, but the client cannot choose them. Pricing lines are a label and one amount, with no tax or service charge fields.
- Card is the only payment method. A client pays the full balance due, not part of it. There is no card on file and no bank transfer.
- Refunds are made in your Stripe or Square dashboard, not in MyVenueHQ. There are no credit notes and no late fees.
- Invoices go out as an email and show in the client portal. There is no invoice PDF.
- An invoice is marked overdue when its date has passed or when you set it. Nothing sets it for you.
- Tax is one rate per event. There are no tax rates by line or place, and no tax report.
Contracts and payments questions.
Can clients sign a venue contract on their phone?
Yes. The client opens a private link from their email, draws or types a signature and ticks a box to agree. They need no account. Sending contracts is on the Venue plan.
What is recorded when a client signs?
The signature image, the time, the IP address, and the client’s name and email. The signing page tells the client that their IP address and the time are recorded. A signed contract cannot be edited or deleted.
Where does the money go when a client pays an invoice?
Into your own Stripe or Square account, the one you connect. MyVenueHQ adds no fee to invoices. Stripe and Square charge their own card processing fees.
Can I split the deposit and the balance?
Yes. Each event has a deposit, a second payment and a final payment, each with an amount and a due date. Auto-generate splits the total, with a deposit of 25, 30, 33 or 50 percent. The deposit invoice is one tap from the Money tab.
Can I take the deposit when the client signs?
Not automatically. The deposit has a due date you choose. You send the deposit invoice when you want it paid.
Can a client pay part of an invoice?
No. Card checkout charges the full balance due. If a smaller payment is recorded another way, the invoice shows as partly paid.
Do I need the Venue plan?
Proposals, invoices, payment schedules and deposits work on the Free plan. Contracts with e-signature need the Venue plan, $49 a month, which starts with a 14-day trial.
Can I refund a payment?
Not inside MyVenueHQ. Refund it from your Stripe or Square dashboard. The app does not issue refunds or credit notes.
Is the e-signature legally binding?
The signing page asks the client to confirm they have read and agree to the contract and records the time and IP address. We are not a law firm and cannot advise on your contract. Have a lawyer review the template you use.