Create an invoice from an accepted proposal

Open the event’s Finances view

Invoicing happens in the event workspace, under Finances. This view shows what has been agreed, what has been invoiced, and what is still to bill.

Create the invoice and pick what it covers

When you create an invoice, BloomBoard offers the paths that make sense for where the event stands:

• Deposit bills the first scheduled payment.
• Next milestone bills the next scheduled amount.
• Remaining balance bills whatever is left from the schedule.
• Everything, itemized puts every line from the accepted proposal on one invoice.
• Blank invoice starts from an empty draft so you can add items yourself.

If the scheduled amounts no longer match what is left to bill, BloomBoard shows you the difference and lets you choose how to settle it rather than silently over- or under-billing.

The Deposit option is worth reading closely. Its amount and its currency come from the sent proposal exactly as the client received it, and the option names the version it used, such as Frozen sent proposal v3. Two things change what you see:

• If a deposit invoice already exists for this event, the option is unavailable and says so. Bill the rest from the milestone options instead.
• If BloomBoard cannot check the sent deposit, the option is unavailable and a Retry deposit preview button appears at the top of the sheet. Use it once the connection settles.

Set the issue date and due date

Choose the dates that match your commercial process. The due date drives overdue tracking later.

Review the draft invoice

Check client details, line items, taxes, totals, and payment terms before sending. Invoices are financial records, so this review matters more than a cosmetic pass.

The draft looks like the PDF your client will get, and you edit it in place: editable text lights up when you point at it, and a click turns it into a field. An empty field shows what to add, such as Add billing address. Click the client’s name, address or tax number under Bill to to change them; a date opens a date picker; a line opens for editing. The tax number uses the name of your tax, for example Add VAT number or Add Sales tax number. Dates on the invoice follow Units and dates in Business details, such as “October 5, 2026” or “5 October 2026”. Add a discount under the subtotal takes a percentage. Your changes save automatically. Billing details apply to this invoice only, so the client’s record stays as it is, which is handy when an invoice should be billed to a planner or a company rather than the couple on file. Your letterhead comes from Business details; hover over it to go there.

Send the invoice

Click Review and send when the draft is correct. Nothing goes yet: the invoice opens in the same send screen you use for proposals. Pick a channel on the left, and the right-hand side shows that channel. Only the channels your account can use appear.

• Email the client opens the email composer. Check the To address, add anyone to CC (or tick CC me), edit the subject and the message, and use the Preview tab to see the email exactly as your client will, with the invoice PDF attached. Send when it reads right.
• Copy the payment link generates the link and a QR code, copies it, and leaves it on screen for WhatsApp, SMS or your own email.
• Download the PDF downloads the file to attach or print yourself.

Sending a draft by any channel locks it, assigns its number, and creates the client’s private payment page. From this point it is the active billing record, and it can no longer be edited like a draft. On the payment page the client can pay by card, if you have connected a provider, or by bank transfer using your saved details.

Review and send stays on the invoice after it is issued, so you can send it again by any channel without changing anything: the payment link is already there, and the PDF is the sent one. The PDF button in the header downloads the file at any time, and clicking the status chip shows the invoice’s activity.

Record payments as they arrive

Record each bank transfer or cash payment against the invoice so the event balance and invoice status stay accurate over time. Card payments made on the payment page record themselves, marked Paid online.