Automatic invoicing in Artwin Live: more control over payment agreements

From manual follow-up to automated financial workflows

Once a booking becomes confirmed, the financial process usually starts immediately. When should an advance invoice be sent? When does the final invoice need to go out? And do the same payment agreements apply to every client?

In practice, many agencies still manage this manually. Invoices are tracked through dashboards, reminders or separate notes, even though payment agreements are one of the most recurring parts of the booking workflow.

That is why we have redesigned the financial settings within Artwin Live, with one clear goal: more overview, less manual work and more control over how and when invoices are sent.

In this article, we explain what has changed and how the new financial workflow works.

Managing payment agreements centrally

Within Artwin Live, you now start by configuring your general payment agreements inside the financial settings of your account. This includes:

• payment terms
• advance payment percentages
• number of days before the event
• final invoice settings
• invoice reminders

These settings then become the default for new bookings.

In practice, not every client works with the same agreements. That is why payment settings can also be overridden per client. For example, if a regular customer uses longer payment terms or does not require advance invoices, this can easily be configured on client level.

It also remains possible to adjust these settings within an individual booking, giving you flexibility whenever a specific show requires different agreements.

More control over advances and VAT settings

Alongside automatic sending, we have also expanded the settings around advance invoices.

You can now decide:

• whether an advance payment is calculated based on the total amount or subtotal
• which VAT setting should be applied
• which payment term should be used by default

This allows the financial workflow to better match how agencies actually operate and gives more control over how invoices are structured.

Automatically sending advance and final invoices

The biggest addition in this update is the ability to automatically generate and send invoices when a booking falls within the configured payment period.

For example, when a performance enters the configured advance invoice period, Artwin Live can automatically send the advance invoice. The same applies to the final invoice once it falls within the configured period before the show.

This means these invoices no longer need to be manually followed up through your dashboard.

For agencies managing many bookings at the same time, this mainly results in more peace of mind within administration and less risk of invoices being sent too late.

To enable this setting, head over to the contract settings within your account settings and enable: 'Automatically create and send invoices when you approve the contract'.

First step towards fully scheduled invoicing

This update marks the first step in further automating financial workflows within Artwin Live.

At this moment, only the advance invoice or final invoice per booking is automatically sent when it falls within the configured period. For future bookings or remaining invoices outside this timeframe, the dashboard will still indicate when an invoice needs to be created.

In future updates, we will continue developing this further by allowing invoices to be scheduled automatically based on the payment agreements within a booking.

This gradually transforms invoicing from a separate manual task into an integrated part of the booking workflow.