How to send a client an invoice

Some clients can't pay without a formal invoice. GigTools makes one from the gig: numbered, with your details, the client's, the event, the lines, a due date and how to pay. You email it with the PDF attached, and GigTools shows when the client opens it and when it's paid. Invoices are part of the Member, Pro and Agency plans.

1. Set up your invoices (once)

1. Open Settings › Organization and click the Client payments tab.
2. Under Invoices, choose what the numbers start with (like INV-), the Next number and the Days to pay.
3. Add How to pay (checks, bank transfer, Zelle…) and a Footer if you like (a thank-you, your tax ID, late fee terms).
4. Click Save invoice settings.

Invoices show your organization's legal name (or name), address, email and phone, and your logo from Booking website if it's a PNG or JPG.

2. Make an invoice

1. Open the gig and go to the Money section.
2. Under Invoices, click Create invoice.
3. Choose what it's for:
   • Everything still owed: the fee lines, less any payments already received.
   • The deposit or A scheduled payment: one payment from the gig's payment schedule, due when it's due.
   • Something else: start with the fee and write your own lines.
4. Check the details: the number, the date, the due date, a PO number if the client gave you one, who it's billed to, the lines and how to pay. Amounts add up as you type. Use a negative rate for a payment already received.
5. Click Save invoice. Click See the PDF to check it.

3. Send it

On the right, check To, the Subject and the Message, then click Send invoice. The client gets your message, the invoice number, amount and due date, a View invoice button and the PDF attached. It comes from "Your organization via GigTools" and replies come to you. Send me a test sends it to you first.

With card payments on, the email, the PDF and the client's page include Pay online when the invoice is for one scheduled payment (or the only payment left) of the same amount. See How to take card payments from clients.

4. Track it

Business › Invoices lists every invoice: Waiting, Overdue, Drafts, Paid and All, with what's waiting to be paid. Each invoice shows:

• Draft: not sent yet.
• Sent, then Viewed once the client opens their invoice page.
• Overdue: past its due date and not paid. GigTools also adds an Invoice … is overdue task on the gig.
• Paid: marked paid. An invoice for a scheduled payment, or for everything owed, is marked paid on its own when you mark the payment received on the gig (or the client pays online). Otherwise click Mark paid and choose the date.
• Void: cancelled. Click Void this invoice instead of deleting a sent invoice, so the numbers stay accounted for. Drafts that were never sent can be deleted.

Owners, admins and agents who can edit the gig can make and send its invoices. Assistants can't.

See How to track a gig's money.