Bill and get paid on an event
When to use this
Use this guide from acceptance through to closing the books: raising invoices against the accepted proposal, tracking what has been paid, and wrapping the event up financially.
The reconciliation strip
Once a proposal is accepted, the event’s Finances view opens with a strip that answers the money question at a glance: Agreed (the accepted proposal total), Invoiced, Paid, and Left to bill. If you have forgiven any amounts along the way, a Discounts figure appears too. Draft invoices are noted separately until they are actually sent, so the strip only ever counts what the client has been asked to pay.
Step-by-step walkthrough
Work down the milestone rows
Each milestone from the payment schedule has its own billing row. A pending milestone offers Create invoice; once generated, the row shows the linked invoice’s status, with View invoice, Record payment when it is payable, and Remind when it is overdue. Reminders share a cooldown so clients are not accidentally nagged twice in a day.
Create each invoice
The Create invoice sheet offers the paths that fit where the event stands: the next milestone, the remaining balance, everything itemized from the accepted proposal, or a blank invoice. Before acceptance, only a deposit or a blank invoice is available.
If your invoicing has drifted from the schedule, the sheet says so plainly and gives you exact-reconciling choices: collect the shortfall on this invoice, or keep the scheduled amount and record the difference as a discount. Either way, the numbers land honestly; nothing is silently over- or under-billed.
Record payments as they arrive
Record each payment against its invoice. Part payments show as partially paid; payments on an invoice outside the schedule are listed separately so milestones never flip status for the wrong reason.
Review how the event performed
After acceptance, the analytics on this view compare quoted against actual, and show what you keep after costs. The margin figures exclude tax, since tax is passed on rather than kept, and the same margin appears wherever the event is discussed.
Close the books
When the event completes, the closeout pass captures the last real numbers: supplier bills, labour actuals, and extras. Close the books to settle the figures into your reporting; you can reopen them if something arrives late.
If the strip ever shows you have invoiced more than the accepted total, stop and review the invoices before sending anything else. The banner points you at the rows to check.