Invoicing for Deposits

You may wish to send an invoice to your clients for the deposit due for their event. Many clients require an invoice to cut a check, and this also ensures that any clients who owe deposits are showing as having a balance and that the deposits are tracked in the aging report. To invoice for deposits you will:

  1. Click on your name in the upper left corner and select Company Settings.
  2. In your Inventory, select Event Services and create a deposits category.
    • You may include your deposits in a different category or section if it's a better fit.
    • While you will need to select a revenue stream, deposit items will not be included in any revenue totals.
    • If you prefer to organize your items by department, you could create a deposits department as well.
  3. Select the deposits category and click Add Items. Add items for each deposit you would like to invoice for. When adding the items, be sure to check Deposit Item.
  4. When you've added all the deposit items, go to Price Schedules. Select the price schedule and then click View Pricing.
  5. Go to Categories and select your deposit category.
  6. Click the pencil by Items and add the deposits to the price schedule. If deposits differ from event to event you can leave the price at $0, or you can add the price for your standard deposits (such as a damage deposit). Save the changes.
  7. Your deposit items are now ready to use.
  1. On the event details page, click Event-Wide Details. If your details are grouped by Category Type, click the plus by Event Services. If they are grouped by department, click the plus by No Department (or you could create a deposits department if you'd like them grouped together).
  2. In the left column, click the deposit you'd like to invoice. You can search at the top if you have a lot of items.
  3. In the right column, add a quantity of one and the amount of the deposit.
  4. Click Add Items.
  1. Go to the event's Financials > Invoices tab and click the plus.
  2. In the Create Invoice slider, add all the necessary information and choose the correct template - you may wish to have a specific deposit invoice template.
  3. Click Select Charges under the event name and select the deposit from the list of charges. Click Done.
  4. Click Create to finish creating the invoice.
  5. You can now download a PDF of the invoice or send it right from VenueOps.
  1. When you receive payment, go to the account's Financials tab.
  2. Click the plus by Payments to open the Add Payment slider.
  3. Record all essential information (if this account has multiple events, we recommend noting which event this deposit is for). The deposit invoice will be listed at the bottom of the slider - click the arrow to allocate the full payment to the invoice.
  4. Click Add. The payment will be saved.
  5. The deposit invoice will also now display a warning that it is out of date. Click to open its details slider and click Update Invoice. This will regenerate the invoice PDF to reflect the payment.
  6. You can download a PDF of the invoice or send your client a copy from VenueOps, if they would like to have a copy of the invoice reflecting that it is paid in full.

Since the deposit is a pre-payment, you will need to apply it to the event's final invoice. As you can't allocate a payment more than once, you'll need to create an account credit to reflect the deposit.

  1. Click the plus by Credits to open the Add Credit slider.
  2. Add the date and amount of the deposit, as well as any additional information you'd like to remember or include on the credit memo or invoice. If this account has multiple events, we recommend noting which event this credit is for.
  3. Click Add. The credit is now on the account and can be allocated to the event's final invoice when the time comes.

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