The client is paying for two different things and usually only recognises one of them. There is the day, which they see, and there are the four months before it, which they do not. Then there are the suppliers, whose money passes through you and is not yours, and which an invoice has to say so.
These go in your price book once, with your own prices against them. After that a line is one tap: the item, the description, the unit and the price fill themselves, and the totals resolve underneath.
| Line | Unit |
|---|---|
| Planning and design | job |
| Coordination on the day | each |
| Event staff | hrs |
| Venue visits and walkthroughs | each |
| Supplier management | month |
| Vendor costs, re-billed | job |
| Rental, tables and linen | job |
Prices are yours. Invoice Koi ships a handful of round placeholder lines to start from and never fills your book with figures you did not set.
Scan a supplier invoice into an expense and re-bill it as a line at what it cost. Under its own heading it reads as money passing through you rather than as your fee.
A deposit at booking, a stage at three months, the balance after the day. Each one is a payment against the invoice, and the balance and the status follow from them.
The jobs schedule holds what is booked and when, so the walkthrough in March and the day in June are a list rather than something you keep remembering to check.
Re-bill them from their receipts under their own heading. The line carries the amount that was on the supplier invoice and the subtotal says what the suppliers came to.
Yes. Record each payment against the invoice as it arrives and the balance updates. A part-paid booking shows what is still owed and when it is due.
Yes. The client on the document is whoever is paying, and the reports total by client either way.
For electricians
For plumbers
For HVAC contractors
For general contractors
For carpenters
For roofers
For painters
For landscapers
For cleaning businesses
For handymen
For tile installers
For flooring installers
For drywall contractors
For mobile mechanics
For pest control technicians
For appliance repair technicians
For garage door technicians
For locksmiths
For pool service technicians
For pressure washing contractors
For window cleaners
For carpet cleaners
For tree services
For fence contractors
For irrigation and sprinkler contractors
For junk removal companies
For designers
For developers
For writers
For consultants
For photographers
For videographers
For hair stylists
For tutors