Invoice Page in an Event
The invoice page within an event in Artist allows you to create, send, and manage both outgoing and incoming invoices.
Table of Contents
Outgoing Invoices
a. Linking Invoices to Events
b. Invoice Numbering
c. Setting the Invoice Status and Contact
d. Adding Additional Line Items
e. Customizing Your Invoice
f. Sending the Invoice
g. Invoice TemplatesIncoming Invoices
a. Adding an Incoming Invoice
b. Approving an Incoming Invoice
c. Tracking Payment StatusInvoice Overview
1. Outgoing Invoices
To add a new invoice to your event, click on the green 'Generate Invoice' button. This will create a new invoice, where you can select your preferred template and complete the invoice.
If you need to create or manage invoices outside of an event, refer to this article for more information.
You can also toggle the 'No Invoice Needed' switch if no invoice is required for this event.
a. Linking Invoices to Events
When you generate an invoice from within an event, it is automatically linked to that event. To link the invoice to additional events, click 'Link Event to Invoice' and select the events from your calendar.
b. Invoice Numbering
Enter the invoice number manually or set up an automated numbering range to keep track of issued invoices.
c. Setting the Invoice Status and Contact
Monitor the status of each invoice with the status switches. Link a contact from your database to the invoice by selecting the 'chain' icon. Preview the invoice by clicking the 'Preview PDF' button.
d. Adding Additional Line Items
You can add extra items to your invoice. Enter a description, VAT percentage, and amount, then click the green '+' to add the line.
e. Customizing Your Invoice
If you need to edit the layout of a single invoice, use the 'Customize This Invoice' option. This only affects the selected invoice, preserving your original template.
f. Sending the Invoice
Once ready, send the invoice via email by clicking the 'Mail' button.
g. Invoice Templates
When creating an invoice, you can select from various templates to match your specific needs. Templates allow you to keep a consistent format, ensuring that each invoice is professionally presented and includes all necessary information. You can also create your own invoice templates. For more information, see this Help Centre.
2. Incoming Invoices
a. Adding an Incoming Invoice
To upload an incoming invoice, click the red 'Upload Invoice' button.
A pop-up will appear where you can enter the invoice details, such as amounts, payment deadline, and the sender. You can also upload the invoice file and select approvers before payment can be processed.
b. Approving an Incoming Invoice
If an approver has been assigned, they will see a task in a blue circle (indicating '1') at the top right of their screen.
They can open it to review and approve the invoice.
Clicking "All Done!" saves the approval.
c. Tracking Payment Status
Once uploaded, you can view the incoming invoice and monitor its payment status and approval. Edits can be made as needed, or the invoice can be deleted if necessary.
3. Invoice Overview
When outgoing and/or incoming invoices are added, the invoice page provides an overview, including the total amount. Each invoice can be opened to view its details.
