An event is booked months before it happens and paid for in pieces. Quote it, take a booking deposit, raise each staged invoice as the date approaches, and keep every supplier bill in the same account as the fees you charged.
What is inside
A wedding or a conference generates a quote, a deposit, several staged invoices, a pile of supplier bills and a final reconciliation. All of it belongs to one client and one date.
The document the client signs
Event pitches run long: the concept, the run of show, the suppliers, the staffing plan and a budget broken down by category. Build it in sections from a template, price the budget table inside it, and let the client sign in the browser rather than printing a page to scan back.
Catering, hire and staffing are priced per head, and that number is rarely final until the week of the event. Let the client edit the quantity on the lines you choose, and the line total and the grand total follow. A revised guest list stops being a rebuilt quote.
Deposit, interim, balance
Most event contracts are settled in three or four moves across a long lead time. Split and partial payments put the deposit and the remaining amount on the same invoice, so a total is never tracked across separate documents and the client can see how much of it is closed.
A payment schedule agreed in January should not depend on somebody remembering it in June. Put the interim stages on a recurring schedule, or raise each one as its milestone lands, and every stage becomes a numbered invoice against the customer instead of a line in a planning doc.
Suppliers on one side, fees on the other
Florists, AV, venue hire, security and catering all invoice you separately and rarely on time. Record them as vendor bills with purchase orders behind them, track what has been paid and what is still owed to whom, and hold it in the account that already has the client's invoices.
Because invoices, supplier bills and expenses all post into the same accounting records and report views with visible integrity checks, the income, expense and profit and loss reports are drawn from one set of books. Group the work under a project for the event so the documents and the team's hours stay together.
The order of documents
Long lead times mean the paperwork outlives the planning. Each document hands to the next inside one account, so nothing is rekeyed between the pitch and the final reconciliation.
For a pitch that has to sell the concept: run of show, suppliers, staffing and a budget the client signs online.
For a booking that only needs numbers: priced lines and per-head quantities the client can adjust before approving.
Approval raises the first invoice, and the deposit and later stages all sit against the same customer and the same date.
The client settles each stage through the portal using a gateway you connected, in full or as a part payment.
Supplier bills and expenses post beside the fees, so the ledger holds both sides of the event.
Also included
Nothing here is an add-on. It is the same subscription the proposals and the staged invoices already live in.
Save a ceremony, a reception and day-of coordination as priced items, or as a proposal template, and quote them repeatedly.
Offer a photo booth or an extra hour of bar service the client keeps or removes.
Couples and corporate clients check documents, balances and payment history without emailing you.
PayPal, Stripe, Razorpay, Square, Payoneer, Braintree, Authorize.net, Airwallex, GoCardless, PayFast, PayTabs, Telr and M-Pesa attach to an invoice.
A stage that passes its due date chases itself rather than waiting for a free afternoon.
Add supported planners and staff as team members, then use roles to control what each person can access. Review the Pricing page for current team limits and costs.
Invoice a client or a venue abroad in their currency while your reports stay in yours.
See which stage of which event is unpaid and how far past its due date it has drifted.
Run two sides of the business as separate profiles with their own branding and books.
Raise a credit note against an invoice when a booking is canceled or a stage is refunded.
Use supported email notifications and customer-facing document links for invoice communication. Selected events can also be sent to a webhook receiver you configure for customer-managed automation.
Custom fields carry the event date, venue and booking reference onto the documents you raise for that event.
Questions
Yes. Split and partial payments hold a deposit and a balance against one total, and a recurring schedule raises the interim invoices on a cycle you set. Each stage is a numbered document against the same customer, and reminders go out before a due date passes.
Per-head lines are quantities, so you can let the client edit them on the estimate or proposal and both the line and the grand total follow. Anything they may not take, an extra hour of bar or a second photographer, they can remove themselves when item removal is on.
Yes. Vendors, bills, purchase orders, payments made and vendor credits all sit in the same account as the invoices you raise. Attach receipts to expenses, and the supplier side of an event sits beside the fees instead of living in a separate spreadsheet.
Every fee you invoice and every cost you record post into one accounting records and report views with visible integrity checks, so both sides of an event are in the same books. A project groups the documents and hours for a date, and the income, expense and profit and loss reports read that same ledger.
Yes. The customer portal shows the proposal or estimate they approved, every invoice raised for the event, what has been received and what is still due. They can download a PDF and settle a stage from the same screen through a gateway you connected.
Yes. Supported business profiles give each operation its own branding, documents and accounting records under one login. Every invoice, bill and expense belongs to its selected profile; review the Pricing page for current profile limits.
Quote it once, collect the deposit, raise each stage on time, and keep the supplier bills next to the fees they were spent against.
