Deposit invoices, invoice settings, accounting and UBL attachments

In the previous article, we looked at how to create invoices and set up a budget per artist.
This article takes a closer look at invoicing in Artwin Live, including: advance invoices, invoice settings, accounting options, and UBL attachments.

Creating a deposit Invoice
Within any booking, you can easily create an advance invoice based on either a percentage of the total deal or a fixed amount.

1. Open the booking.
2. Go to the Budget page.
3. Next to No deposit invoice set, click the plus icon.
4. Enter the details:
   • Amount or percentage of the total deal
   • Due date
   • VAT rate

After saving, this line updates to show your settings, for example:
40 % advance payment due by Wed 5 Nov 2025 (€ 1 200 + 9 % VAT).

When you return to your Invoices page, you’ll now see the option to create both an advance invoice and a final (remaining) invoice. If you send the invoice only after the performance, simply set the invoice type to Final invoice.

Sending the Invoice with the Contract
If you create the invoice before sending the contract, Artwin Live automatically attaches it to the outgoing email. Your client receives both the contract and the invoice together, keeping everything neatly organized.

Managing Invoice and Accounting Settings
Go to your Account settings (top-right via your avatar) → Finance & Invoices to configure your default invoicing options.

Here you can set:

• The default payment term
• The send date relative to the event date
• Your invoice numbering and prefix
• An API key for your payment provider to include an automatic payment link on invoices

You can also customize your invoice layout:

• The footer section (space for terms, bank details, VAT number)
• An optional memo field (extra lines below the total amount)

Accounting and UBL Attachments
In the same menu, you can connect Artwin Live to your accounting system.

• Add your accounting email address to automatically forward all invoices.
• Optionally define a subject prefix for these emails.
• Enable UBL attachments for your own invoices and those sent to your accounting software.

A UBL file is a structured digital version of your invoice that accounting software can read automatically. It allows amounts, VAT, and client data to be imported without manual entry.