Create an Invoice

An invoice bills a client for their events and any extra fees. You pull in the events you want to charge for, add your own lines, and download a PDF to send to the client.

Before you start

The client's billing details are printed on the invoice, so fill them in first. Open the client from the Customers page, and on the Details tab add the legal name, address and tax identification number — see Add a New Client.

They matter because the client's finance team checks them before paying: the legal name is used as the billed name in the Bill to section (the client's name is used only when no legal name is set), and the address and tax ID are printed below it. An invoice with the wrong name or a missing tax ID can be bounced back and delay the payment.

Your own details appear at the top of the invoice: your agency name, address, email, phone, website and logo. Set them up once under Settings > Agency.

Create an invoice

1. Click Invoices in the left sidebar.
2. Click New Invoice.
3. Pick the Customer you're billing. You need to pick a customer before you can add events.
4. Check the Invoice number, Invoice date and Due date. The number is filled in from your agency's invoice prefix, and the dates default to today and 30 days later.
5. Add what you're billing for:
   • Add events: pick the bookings you're charging for. The picker lists the client's confirmed events that aren't on an invoice yet — tick the ones you want and click Done. Each event becomes a line with the event's title, dates and talents, and the amount from the event.
   • Add line: for anything that isn't on an event, like extra fees or expenses. Type the description and the amount yourself.
   • Click the X next to a line to remove it.
6. Set the Tax % if you charge tax. It is added to the line total to give the Gross total.
7. Add a Footer if you want payment terms or notes to show at the bottom of the invoice (optional).
8. Click Create invoice.

The invoice is saved as a draft, so nothing has been sent yet.

Download the PDF

1. Click Invoices in the left sidebar.
2. Open the actions menu on the invoice's row and click Download PDF.

The PDF is the copy you send to the client. It shows your agency's details at the top, the client's billing details under Bill to, the invoice number, dates and totals, every line with its amount, and your footer text.

Mark as sent

Download the PDF and send it to your client. Then open the actions menu and click Mark sent. This moves the invoice out of draft and lets you record payments against it — see Record a Payment.

Good to know

• An event can only be on one invoice. Once it's invoiced, it won't appear in the event picker for that client again.
• Event amounts can't be edited on the invoice — change the amount on the event instead.
• Draft and sent invoices can still be edited. To cancel a sent invoice, open the actions menu and click Void. Only draft invoices can be deleted.
• The invoice is marked as paid automatically when payments settle the full amount. The balance due is shown on the Invoices page.
• Use the search box on the Invoices page to find an invoice by number or client name.