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Quotes, invoices and payments on an event

Once a booking has at least one menu line, the Documents tab carries the whole back-and-forth with the customer.

The rule

A quote is versioned, an invoice is numbered, and a payment is recorded against one of them. Nothing here is a free-floating note — every document ties back to the booking.

Quoting

  1. + Issue new quote creates a versioned proforma — v1, v2, v3 — capturing the customer, the menu lines, the pricing and the totals as they stand. Valid 30 days by default.
  2. The booking flips to Quoted.
  3. When they reply: Mark sent once you’ve actually emailed it, then Accept (the booking flips to Confirmed) or Reject with a reason.

Issuing a new quote replaces the outstanding one, so the customer should ignore the old PDF.

Invoicing

Two fiscal documents, both with gapless numbering:

  • Deposit invoice — the up-front amount on confirmation. Defaults to 30% of the outstanding total; change it if you like.
  • Final invoice — the full amount, or the remainder, depending on how you work.

Both stay disabled until the customer has a tax ID, address, city and country on the Overview tab. Those are required for any tax invoice.

Issued invoices flow into your accounting app automatically — no extra step.

Recording payments

+ Record payment on the Payments card, whenever money lands:

  • Deposit — against the deposit invoice
  • Balance — against the final invoice, or directly if you skipped the deposit
  • Refund — money going back, tracked separately so the summary stays honest

Each carries a method (transfer, cash, card, cheque) and an optional reference. The summary at the top updates live: total, received, refunded, outstanding, with a progress bar.

Good to know

  • Mis-recorded a payment? Void the row. It stays visible for audit but stops counting.
  • Cross-border events aren’t supported yet — the customer’s country must match your tax jurisdiction.
  • Private clients without a tax ID need a non-fiscal receipt, which is still to come.