With Payment Agreements, you determine when a booking is ready to be invoiced. Artwin Live uses these agreements to automatically calculate when you need to create an invoice.
As soon as a booking has the status Confirmed and the set invoicing moment has been reached, it appears on your dashboard under Create Invoices. This way, you can see which bookings need to be invoiced without having to keep track of all the invoicing moments yourself.
You can set payment agreements at three levels:
- Account settings: default payment agreements for all bookings.
- Clients: deviating payment agreements for specific clients.
- Bookings: adjusting payment agreements for an individual booking.
Setting default payment agreements
Go to Account Settings > Invoicing.
Here you set the default payment agreements that Artwin Live uses to determine when a booking should be invoiced.
Two settings are important in this regard:
- Total invoice days before the performance: how many days before the performance the invoice should be created.
- Payment term in days: how many days the client has to pay after the invoice date.
For example, you set:
- Total invoice: 35 days before the performance.
- Payment term: 7 days.
Then the scheduling looks as follows:
- 35 days before the performance: the booking is eligible for invoicing.
- 28 days before the performance: the payment term expires, provided the invoice has been sent at the scheduled time.
- After that: there is room to follow up on any outstanding invoices.
- Date of performance: the payment can be completed well before the performance.
These settings apply as the default for your account unless you establish deviating payment agreements at the client or booking level.
Deviating payment agreements per client
Not every client works with the same payment agreements. Therefore, within Artwin Live, you can establish deviating settings per client.
Open the relevant Client and adjust the payment agreements.
For example, you can agree with a regular client that the invoice must be created 14 days before the performance, while your default setting is 35 days.
In new bookings for this client, the client-specific payment agreements are used as the basis.
This way, you do not need to set deviating agreements again for every new booking.
Adjusting payment agreements per booking
Sometimes you make different agreements for a specific booking than usual.
To do this, open the relevant Booking and adjust the payment agreements.
For example, you can agree that:
- The invoice needs to be created earlier or later than usual.
- The client gets a deviating payment term.
- Different agreements apply to this booking than those set by default for the client.
The adjusted payment agreements only apply to this booking. The default settings of your account and the relevant client remain unchanged.
When does a booking appear under 'Create Invoices'?
Artwin Live checks if a booking meets the conditions to be invoiced.
Two important conditions apply:
- The booking has the status Confirmed.
- The invoicing moment according to the established payment agreements has been reached.
As soon as both conditions are met, the booking appears on your dashboard under Create Invoices.
The booking is further in the future
If the total invoice is set to 35 days before the performance and the performance is only in 60 days? Then the booking does not yet appear as billable.
Once the performance falls within the established 35 days and the booking is final, it becomes eligible for invoicing.
The booking is already within the set period
If a booking becomes final only 14 days before the performance while the payment agreement is set to 35 days? Then the invoicing moment has already been reached.
This means the booking is immediately eligible for invoicing.
Note: a booking with the status Request or Option will not appear as billable, even when the set invoicing moment has already passed.
Creating invoices from the dashboard
When a booking meets the payment agreements, it appears under Create Invoices on your dashboard.
From this overview, you can click through to the bookings for which an invoice needs to be created.
You can also go to Invoices > Create for this.
Here you will see, among other things:
- The date of the performance.
- The artist and the event.
- The client.
- The type of invoice.
- Any amounts already invoiced.
- The amount that can still be invoiced.
You can then create a separate invoice or select multiple bookings to create the invoices together.
As soon as a booking has been fully invoiced, no new total invoice needs to be created for it.
Payment agreements and automatic invoicing
Payment agreements also form the basis for Automatic Invoicing, but both functionalities have different roles.
- Payment Agreements determine when a final booking should be invoiced.
- Automatic Invoicing determines whether Artwin Live is allowed to create and send the invoice independently based on those agreements.
When automatic invoicing is turned off, Artwin Live will still use the payment agreements to show bookings at the right time under Create Invoices.
If you enable automatic invoicing, Artwin Live can automatically process the invoices based on the established conditions.
This way, you retain the choice of whether to create invoices manually or to automate the entire invoicing process.