EventSync Invoices and Payment Collection

The Invoices section in EventSync handles all client billing for events — from the initial deposit invoice to the final balance, and any ad hoc charges along the way. EventSync invoices integrate with Stripe for online payment collection, support payment plan scheduling, and feed into your revenue reporting so your financial picture is always current.

Accessing the Invoices Section

Navigate to EventSync in the sidebar, then click Billing, then Invoices. This top-level view shows all invoices across all events. To see invoices for a specific event, open the event and click the Billing tab.

Creating an Invoice

Click New Invoice to open the invoice creation sheet. Fill in:

Header Information

• Event — Link this invoice to an event record (required)
• Invoice Number — Auto-generated based on your venue's numbering format, but editable
• Invoice Date — The date the invoice is issued (defaults to today)
• Due Date — When payment is expected
• Currency — Your venue's default currency (configurable in settings)

Line Items

Add one or more line items. Each line item has:

• Description — What you are charging for (e.g., "Venue Rental — Grand Ballroom," "Catering — 150 guests at $75 per head")
• Quantity — Number of units
• Unit Price — Price per unit
• Subtotal — Auto-calculated

Below the line items, the invoice totals section shows:

• Subtotal
• Tax (percentage configured in your venue settings)
• Deposit applied (if any previously paid deposits offset this invoice)
• Total due

Notes and Terms

• Client Notes — A message to the client that appears on the invoice (e.g., "Thank you for choosing Grand Pavilion for your event!")
• Payment Terms — Standard terms text (e.g., "Payment due within 30 days of invoice date")
• Internal Notes — Notes visible only to your team, not on the client-facing invoice

Click Save Invoice to create the invoice in Draft status.

Invoice Statuses

Sending an Invoice

Once the invoice is ready, click Send Invoice. You can:

• Send via CeremonySync — An email is sent to the client with a link to view and pay the invoice online. This is the recommended method as it enables online payment and automatic status tracking.
• Download PDF — Download a PDF to send through your own email system. You will need to manually update payment status when payment is received.

Online Payment with Stripe

When you send an invoice via CeremonySync and Stripe is connected to your account, clients can pay online directly from the invoice page. The client clicks Pay Now and is taken to a Stripe-powered payment form where they can enter their credit or debit card.

When payment is processed:

• The invoice status automatically updates to Paid (or Partial for partial payments)
• A payment receipt is emailed to the client
• The payment is recorded in the event's Activity History
• The Budget tab's actual revenue figures update to reflect the payment

Payment Plans

For larger events where clients pay in installments, set up a payment plan to track each expected payment.

Creating a Payment Plan

After creating an invoice, click Set Up Payment Plan on the invoice detail page:

1. Specify the number of installments
2. Define each installment: amount, due date, and description (e.g., "50% Deposit," "Progress Payment," "Final Balance")
3. Save the plan

The payment plan creates a visual schedule on the invoice showing upcoming payment milestones. As each installment is paid, it is marked complete on the plan and the invoice's paid amount updates.

Recording Manual Payments

For payments received outside the online system (check, wire transfer, cash), record the payment manually:

1. Open the invoice.
2. Click Record Payment.
3. Enter the payment amount, date, method (Check, Bank Transfer, Cash, Credit Card External), and reference number (e.g., check number).
4. Click Save.

The invoice's paid amount and status update accordingly. If the manual payment fully satisfies the invoice, the status changes to Paid.

Deposit Invoices

A common practice is to issue a separate deposit invoice immediately after contract signing, with the final balance invoice issued closer to the event. To create a deposit invoice:

1. Create a new invoice linked to the event.
2. Add a single line item: "Event Deposit" at the deposit amount.
3. Set the due date to align with your contract terms (e.g., due at signing or within 7 days of signing).
4. Send immediately after the contract is executed.

When the final balance invoice is created, you can reference the paid deposit in the Notes section and adjust the final balance accordingly, or simply issue the final invoice for the remaining balance only.

Automatic Payment Reminders

EventSync can send automatic payment reminders to clients when invoices are approaching their due date or become overdue. Configure reminder timing in EventSync Settings:

• Before due date — Send a reminder X days before the due date (e.g., 7 days and 3 days before)
• On due date — Send a reminder on the due date if still unpaid
• After due date — Send overdue notices X days after the due date

Reminders are sent only for invoices in Sent or Partial status. Fully paid invoices do not receive reminders.

Voiding an Invoice

If an invoice was created in error or the event was cancelled, void the invoice by opening it and clicking Void Invoice. Voided invoices remain in the system for record-keeping but are excluded from all revenue reporting and outstanding balance calculations.

Accounting Export

For accounting software integration, click Export in the Invoices section to download a CSV of all invoices. The export includes: invoice number, event name, client name, invoice date, due date, line items, total amount, amount paid, and payment date. This format is compatible with most accounting software including QuickBooks and Xero (you may need to map columns during import).