Creating an Invoice Schedule Template

Permissions needed: Edit Inventory & Prices Setup

Invoice schedules allow you to create your deposit schedule as a template which is then applied to events. This schedule will simplify the process of creating your deposit invoices, as well as track deposit invoices that need to be issued for upcoming events.

Invoice schedules are designed to handle the event's entire deposit/invoicing life cycle. An invoice schedule's installments will not update to account for deposit invoices outside of the schedule, although the final invoice will be able to include ad hoc deposit invoices and will exclude any charges already billed.

To create an invoice schedule template:

  1. Click on your name in the upper left corner and select Inventory and Prices.
  2. In the Setup tab, go to Invoice Schedule Templates.
  3. Click the plus by Invoice Schedule Templates.
  4. Name the template.
  5. Add the information for your first installment:
    1. Name the installment.
    2. Choose the invoice document template.
    3. Enter the number of days before/after your trigger, and then select the trigger. Once applied to the event, this will calculate the due date for the installment.
      • There are three triggers used to calculate the due date of the invoice: before start of event, after end of event, and after contract signed (based on the date the event's contract status is changed to Contract Signed).
      • If your account has a customized start of day, note that the After event ends trigger will calculate from the actual end date of the event (see Setting Your Start of Day).
    4. In Terms, you will specify how many days your client has to pay the invoice. Thus, if your invoice is net 30, you'll enter 30 days in the Terms field. This value is used to calculate the issue date of the invoice: in our net 30 example, the issue date would be 30 days before the due date.
    5. Select a deposit type.
    6. Select an amount type: percentage, flat, or remaining.
      • A Remaining type will calculate the amount of charges selected on the schedule which have not yet been invoiced for a deposit. Remaining invoices must always be the final deposit installment.
    7. Enter the amount (for flat installments) or the percentage rate for percentage installments (charges which the percentage is calculated against are specified on the event itself).
  6. Click Add Deposit Installment to add additional installments. Add their information as in the previous step.
  7. Add the information to the final installment:
    1. Add a name.
    2. Choose the invoice document template.
    3. Enter the number of days before/after the trigger and select the due date trigger.
    4. Specify the terms (see above).
    5. The final installment is the invoice that "settles" the event. You don't specify a percentage because all the event's charges will be billed on this invoice.
  8. When all information is complete, click Save.

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