Invoicing

Principles⁠

Invoice from what was agreed⁠

The invoice should inherit the signed proposal: its line items, its quantities, its VAT treatment. Retyping an invoice from a document you already have is how the wrong amount reaches a client.

Make paying the easy option⁠

Every invoice can carry a payment link. A client who can pay in two taps pays sooner than a client who has to find a bank screen and copy a reference by hand.

Chasing should not be a person⁠

Reminders belong to the invoice, not to whoever remembers. If an invoice is overdue, the system says so and follows up on schedule, in your name.

Corrections are records, not edits⁠

A sent invoice is a document someone else is holding. Correct it with a credit note, so the trail stays intact and your accountant can follow what happened.

VAT is a rule, not a judgement call⁠

Rates and treatment are configured once and applied per line. Food, drink, staffing and rent do not share one rate, and nobody should be deciding that at invoice time.

Your books are the same data, later⁠

Bookkeeping should be a sync, not a monthly re-entry. When invoices and payments flow to your accounting package on their own, closing the month stops being a project.

Practices⁠

Convert the signed proposal⁠

Turn an agreed proposal into an invoice in one action. Numbering, line items and totals carry across, and the link back to the event stays.

Send a payment link with the invoice⁠

Generate a link per invoice so your client can pay by card or bank transfer immediately. Payments land back on the invoice rather than in a separate list to reconcile.

Record what arrives outside the link⁠

Bank transfers and part payments can be recorded against the invoice, so the balance is always what is actually outstanding.

Invoice deposits and balances separately⁠

Split the event into the payments you actually take. A deposit now, a balance after, each with its own status and its own reminder schedule.

Let reminders run⁠

Overdue invoices get chased automatically on the schedule you set. Run sheets with an outstanding balance are chased too, before the event rather than after it.

Issue a credit note when something changes⁠

Cancellations and corrections become credit notes against the original invoice, which keeps the audit trail readable and your VAT return correct.

Keep the internal numbers internal⁠

Purchase references sit on the line item for your own margin tracking, and can be hidden from the invoice your client receives.

Sync to your accounting package⁠

Connect your books once and let invoices and payments flow through in the background, with failures retried rather than silently dropped.

Export the period when you need it⁠

Pull a spreadsheet for any period when your accountant asks, instead of assembling one from screenshots and memory.