Invoices are optional. Many DJs take deposits and balances without them, but if your customers need a proper invoice, here’s how.
Before your first invoice
In Settings > Invoicing, set:
- whether you are VAT registered, your VAT number and default rate
- Invoices due: how many days after issue
- Invoice number prefix and Next invoice number, for example INV-00042 to carry on from your old system
- Default payment terms, printed at the bottom
If you aren’t VAT registered, no VAT appears on your invoices at all.
Raising an invoice from an event
- Open the event and click Create invoice.
- Choose What is this invoice for?: the deposit, the balance, or the full amount with every item listed.
- A draft opens with the lines filled in. Change, add or remove lines as you like. A negative price works for a discount.
- Click Issue.
Issuing gives the invoice its number. Drafts don’t use up a number, so you can delete a draft without leaving a gap.
You can also raise an invoice from Transactions > Invoices, or with the shortcut in the top bar.
Sending it
Click Send to email the invoice with its PDF attached, using your Invoice email template. The customer can also see it, download it and pay it by card in their portal.
The PDF uses your branding. See Styling your emails and PDFs.
Getting paid
Card payments mark the invoice paid by themselves. For anything else, click Record payment on the invoice. The status shows Unpaid, Part paid, Paid or Overdue.
Overdue reminders
Turn on Send automatic overdue reminders in Settings > Invoicing and choose how often with Repeat every. Overdue invoices are emailed using the Invoice Reminder template, and your admins are told. Overdue invoices also appear on your dashboard.
Changing an issued invoice
An issued invoice can’t be edited, because your customer already has it. Void it with a reason and raise a new one. A later change to the event’s price doesn’t change invoices already issued.