Invoice Crowd lets an event planner quote the event, take a booking deposit, raise each staged invoice as the date approaches, and keep every supplier bill in the same account as the fees charged. An event is booked months ahead and paid for in pieces.
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. Give the deposit and each instalment its own due date on the invoice's payment schedule, or raise each stage as its own invoice when the milestone lands, so every stage is tracked 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 double-entry ledger, 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, and supplier costs tagged to that project can be re-billed on the client's invoice with your markup.
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, and the booking deposit paid as they accept.
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.
Turn on item removal and the client can drop a photo booth or an extra hour of bar service before approving.
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, M-Pesa, PhonePe and Paystack attach to an invoice.
Reminders go out around each invoice's due date, so a late stage is chased without waiting for a free afternoon.
Add planners as team members, two on the Team plan and three on Business, and use roles to control what each person can open.
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 when a booking is canceled, or refund an online payment through Stripe, PayPal, Square and five other gateways from the invoice. A sent invoice for a cancelled booking is voided, not deleted.
Clients get each invoice by email with a link to view and pay it, and you see when it is opened. Selected events can also go to a webhook URL you choose.
Custom fields carry the event date, venue and booking reference onto the documents you raise for that event.
An expiry date on the quote stops a client accepting last year's price for this year's date. They can also decline it with a reason.
A booking fee paid before the contract is recorded as an advance with its own receipt, then applied to the first invoice.
Run the event as a project and its Profitability tab takes the fees invoiced, subtracts the team's hours at cost rate and the expenses tagged to it, and shows the margin. Paid plans.
Questions
Yes. The invoice's payment schedule holds a deposit and each instalment with its own due date against one total, and the client pays each part from the same link. If you prefer, raise each stage as its own invoice, and reminders go out around each invoice's due date.
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.
Yes, if you group the event under a project. Its Profitability tab takes the fees invoiced, subtracts the team's hours at cost rate and the expenses tagged to it, and shows the profit and margin. Every fee and cost also posts into one double-entry ledger, so the income, expense and profit and loss reports read the same books.
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, from the Pro plan up. Business profiles give each operation its own branding, documents and accounting records under one login, and every invoice, bill and expense belongs to its profile. Pro holds two profiles, Team five and Business ten.
Quote it once, collect the deposit, raise each stage on time, and keep the supplier bills next to the fees they were spent against.
