Using an Invoice Schedule

Permissions needed: Edit Invoices

Once an invoice schedule is added to an event, you can begin creating your deposit invoices. You'll begin by creating the deposit invoice for your first installment.

Invoicing for Deposits

To create a deposit invoice:

  1. Confirm that all charges upon which the deposit invoice should be based are selected. For instructions on adding charges to an invoice schedule, please see this article.
  2. Click Create Invoice by the installment.
  3. The account, due date, template, and amount (whether the percentage of charges, flat amount, or amount of remaining charges) are auto-filled from the schedule. Select a billing contact and add a purchase order number (if necessary), then click Save.
  4. The invoice is created and can now be downloaded and sent. The Create Invoice button for the next installment will appear.
    • We do not recommend creating the invoice until you are ready to send it; if charges are added or changed, it would need to be updated.
    • Be sure to mark the invoice as sent if you are sending the invoice outside of VenueOps. This will lock it so it cannot be changed.

Continue detailing the event as needed. If items are updated, the remaining installments and final payment will reflect those changes. If additional items are added to the event, they will need to be selected on the invoice schedule, if necessary. You'll see a warning if any charges are not included on an invoice schedule.

Create and send each installment on its issue date. To be reminded to send an installment, you could create a corresponding task template to apply to the event. We also have an installment dashboard which you check for upcoming installments (contact us to request this dashboard).

Creating the Final Invoice

Before you create the final invoice: 
 
  • If you need to return a damage deposit, add a 100% discount against that item on the event. To simplify this, you can create a discount type specifically for this scenario.
  • If the event is canceled and you are going to either not refund the deposit or charge a cancellation fee, apply an item to the event of the appropriate amount. This will allow you to realize that amount as revenue. When creating the final invoice, apply the full amount of all deposits to the invoice.
  • Note: all deposit invoices are listed regardless of payment status.

To create the final invoice:

  1. Click Create Invoice by the final invoice.
  2. The account, due date, and document template are auto-filled from the schedule. Select a billing contact and add a purchase order number (if necessary). Click Select Charges.
  3. All deposit invoices are selected by default. Uncheck any deposit invoices you do not wish to be credited towards this invoice.
  4. Confirm that all charges to be billed are selected and click Select.
  5. Payments and credits can be allocated. If the client has overpaid, you may allocate the entire payment amount and issue a refund.
  6. Once all information is complete and correct, click Save.
  7. The final invoice will be created and can be downloaded or sent.