With Automatic Invoicing, Artwin Live can automatically create and send invoices for confirmed bookings. You decide how many days before the event the invoice should be sent and how many days the client then has to pay.
By sending the invoice well in advance of the event, there is enough time to follow up on an outstanding invoice with payment reminders before the event.
Setting Invoice Timing and Payment Terms
Go to Account Settings > Invoicing.
Two settings together determine when an invoice is sent and when it must be paid:
- Final Invoice Days Before Event: how many days before the event the final invoice is generated.
- Payment Term in Days: how many days the client gets to pay after the invoice date.
For example, set your preferences as follows:
- Total Invoice: 35 days before the event.
- Payment Term: 7 days.
Then the schedule looks like this:
- 35 days before the event: the invoice is sent.
- 28 days before the event: the payment term expires.
- After that: there is still room for payment reminders.
- Date of Event: the payment can be completed well before the event.
Therefore, it is wise to set the number of days before the event more generously than just the payment term.
Enabling Automatic Creation and Sending
Under Automatic Invoicing, you determine from which moment Artwin Live may automatically create and send an invoice.
You can choose from:
- Do not send automatically: Artwin Live does not automatically create and send the invoice.
- When the customer has signed: automatic invoicing can start once the client has signed the contract.
- When you have signed it back: automatic invoicing can start after the contract has also been signed back by you.
Additionally, Create and send invoices for bookings automatically when possible must be enabled.
When is the invoice actually sent?
Artwin Live looks at the set number of days before the event and the chosen contract moment.
If Total Invoice Days Before Event is set to 35 days, then there are two situations.
The booking is more than 35 days in the future
The invoice is not yet sent. Once the event comes within the set 35 days, Artwin Live automatically creates and sends the invoice during the daily invoicing around 08:00 AM.
The booking is already within 35 days
The normal invoicing moment has already been reached. Once the booking meets the requirements for automatic invoicing, the invoice is created and sent immediately.
This way, you don’t have to wait for daily automatic processing for bookings that are confirmed shortly before the event.
Automatically Sending Payment Reminders
When an invoice is not paid within the payment term, Artwin Live can also automatically send payment reminders.
Under Reminders you set the Invoice Reminder Term (days). This determines the timeframe for following up on an outstanding invoice.
Then enable Automatically send invoice reminders to let this follow-up occur automatically.
You can also set a date from which automatic reminders may be sent. This prevents older existing invoices from immediately entering the new automatic reminder procedure.
Reminder Task for the Agent
You can also enable Create a reminder task for the agent when the second payment reminder has been sent.
When an invoice is still not paid after multiple reminders, the responsible agent will receive a task to personally follow up on the payment.
This way, you combine automatic follow-up with manual action when an invoice remains open for longer.
Example of a Practical Setting
If you want invoices to be paid before the event and want to allow sufficient room for reminders, you can, for example, work with:
- 35 days before the event: send invoice.
- 7 days: payment term.
- 28 days before the event: the invoice is due.
- After that: room for automatic payment reminders.
- After the second reminder: possibly automatically a task for the agent.
How much space you need depends on your own workflow. Particularly keep in mind that a longer period between the invoice date and the event allows for more opportunities to follow up on an unpaid invoice before the event.
Do Not Use Automatic Invoicing
You do not have to use automatic invoicing.
Select Do not send automatically in the settings for automatic sending when you want to determine when invoices are created yourself.
Then go to Invoices > Create. Here, Artwin Live shows an overview of bookings ready to be invoiced.
You can see the date, artist, the event, the client, the invoice type, any amounts already invoiced, and the amount that can still be invoiced.
From this overview, you can create a separate invoice or select multiple bookings and create the invoices together.
This way, you can use the same settings for invoicing moments to determine which bookings are ready to be invoiced, while keeping control over the actual creation and sending.