Event Billing and Documents

EventSync events have their own billing workflow separate from wedding invoicing. From any event inquiry, you can create proposals to present pricing options, contracts to lock in the booking, and invoices to collect payment — all within the EventSync module.

The billing workflow

A typical EventSync billing flow follows this sequence:

1. Proposal — Present pricing options and terms to the prospect before they commit
2. Contract — Once terms are agreed, send a contract for electronic signature
3. Invoice — After the contract is signed, invoice for the deposit and final payment

Not every event requires all three steps. For simpler bookings, you might go straight to a contract or even just an invoice. Use your judgment based on the complexity and value of the event.

Proposals

A proposal is a non-binding document that outlines what you're offering, at what price, and under what terms. It's typically the first formal document you send to a prospective client.

Creating a proposal for an event

1. Open the inquiry from the Pipeline or Events page
2. Navigate to the Billing section within the inquiry detail
3. Click New Proposal
4. Fill in the proposal details:

5. Review the proposal preview
6. Click Send to email the proposal to the client, or Save as Draft to finalize later

The proposal is tracked in the inquiry's billing section. Once the client accepts, you can convert it to a contract.

Proposal statuses

Contracts

Contracts are legally binding agreements that confirm the booking details, pricing, and terms. EventSync integrates with the same e-signature workflow used for wedding contracts.

Creating a contract for an event

1. Open the inquiry detail
2. Navigate to the Billing section
3. Click New Contract
4. Select a contract template (configured in Administration → Contracts)
5. Review and customize the pre-filled details:
   • Event date and details
   • Client information
   • Pricing and payment terms
   • Cancellation and refund policies
6. Click Send for Signature

The client receives an email with a link to review and sign the contract electronically. You're notified when they sign, and both parties receive a signed copy.

Tracking contract status

Once a contract is signed, update the inquiry status to Booked to reflect the confirmed booking.

Invoices

Invoices are payment requests. For events, you'll typically send at least two invoices: a deposit invoice shortly after signing, and a final balance invoice before or after the event.

Creating an invoice for an event

1. Open the inquiry detail
2. Navigate to the Billing section
3. Click New Invoice
4. Fill in the invoice details:

5. Click Send to email the invoice to the client

Payments can be collected via Stripe if you've connected your Stripe account. The client can pay directly from the invoice email link.

Invoice statuses

Tracking billing across events

All proposals, contracts, and invoices for an event are accessible from the inquiry's Billing section. The Revenue Overview chart on the EventSync Dashboard aggregates booked amounts across all inquiries to give you a picture of your confirmed and pipeline revenue.

Frequently asked questions

Can I use the same contract template for EventSync events and weddings? Yes. Contract templates configured in Administration → Contracts are available for both wedding contracts and EventSync event contracts. You can create a separate template specifically for corporate or social events if the terms differ significantly from your wedding terms.

Do EventSync invoices support payment plans? EventSync invoices support split payments (deposit + final balance) by creating multiple invoices for the same event. Full payment plan functionality with automatic installments is a feature of the core wedding invoicing system.

Is there a way to package a proposal, contract, and invoice together? Not as a single bundled send, but you can create all three from the same inquiry and send them in sequence as your process progresses.