Create an Invoice

Permissions needed: Invoices > Edit

You are able to invoice for events in VenueOps. The invoice document will be created from a custom document template. If you do not have any invoice templates created, please contact us and we'll work with you to get those set up!

Invoices can be created from either the account's financials tab or the event's financials tab. You are able to create a standard invoice which bills for charges on the event, or create an invoice for a deposit/prepayment. This article outlines how to create a standard invoice; please see Invoicing for Deposits for more information on the deposit invoice workflow.

If you are invoicing for a series, you'll invoice from the account's financials tab. When you get to step three, you'll select all the events in the series you wish to invoice for.

  1. Open the Create Invoice slider from the:
    1. Click Financials.
    2. Click the + add icon for Invoices.
    1. Click Financials.
    2. Click Invoices.
    3. Click the + add icon for Invoices.
  2. On the slider, add invoice information:
    1. Invoice account. If you are adding the invoice from the account page, this cannot be changed. On the event details page, only accounts associated with the event will be listed.
    2. Choose a billing contact. Only contacts belonging to the account will be listed.
    3. If your account has more than one invoice template, choose the correct template.
    4. Enter a due date for the invoice.
    5. Add a purchase order number if needed. If the account requires a purchase order, this field will be required (see Flagging an Account as Requiring a Purchase Order Number for more information).
    6. Add a description (optional). This description can be pulled into your invoice template as well. Please contact us to update your template.
    7. Check Deposit Invoice if this is an invoice for a deposit or prepayment. For more information about invoicing for deposits and prepayments, please see Invoicing for Deposits.
    8. If you would like the client to be able to pay the invoice online, check Available for Online Payment. Note that online payment URLs do not expire. If you don't see this option and would like to use it, ask your System Admin to enable online payments.
  3. In the Events section, you will be able to associate the invoice with one or more events. If you are on the event details page, the event will already be selected, but you can click the pencil to add more. Click the edit pencil icon to open the Events slider.
    1. Select the event or events you wish to bill for.
    2. Click Save.
    3. Click Select Charges by each event to select charges to include on the invoice.
    4. On the Select Charges slider, select the charges you would like to include on this invoice. To make selecting certain charges easier, you may group the charges by date or department. Items will note their function (or event-wide details). Rental rates will note their usage. If you invoiced for deposits, each deposit invoice will be listed. Select any deposit invoices you would like to apply to this invoice.
    5. Once you have selected all charges and deposits to be included on the invoice, click Select.
  4. If the account has any unallocated credits or payments, you can allocate them to this invoice.
    1. Click the edit pencil icon by Credits or Payments to open the Allocate Credits or Allocate Payments sliders, respectively.
  5. In the slider, you have two options for allocating the payment or credit:
    • Type the amount you would like to allocate to the invoice.
    • Click the blue arrow to allocate the payment/credit to the invoice. If the payment is more than the invoice balance, a menu will display.
      • Invoice Balance will allocate an amount from the payment that matches the remaining invoice balance.
      • Remaining Payment will apply the unallocated amount of the payment to this invoice.

      If the amount applied to the invoice is greater than the invoice balance, a warning warning icon will display on the Create Invoice slider. You will still be able to save and can then follow the workflow in Issue a Refund or Credit to issue a refund.

    When you are finished allocating, click Save.

  6. When all information for your invoice has been added, click Save.
  7. The invoice has been created. Once the document is generated, it is ready to send.