Creating an Invoice in EventDesk

Step 1: Open the Event

1. Go to Events.
2. Select the event.
3. Click the Invoices tab.
4. Click Create Invoice.

The Create New Invoice window will open.

 

Step 2: Enter Invoice Details
🔹 Invoice Number *
Enter a unique invoice number.
Example: INV-2024-001

🔹 Select Client *
Choose the client.

🔹 Select Event *
Select the related event.

🔹 Bill To *
Enter the billing address.

🔹 Ship To (Optional)
Enter a shipping address if applicable.

🔹 Invoice Date *
Select the invoice issue date.

🔹 Due Date *
Select the payment due date.

🔹 PO Number (Optional)
Enter the purchase order number if provided by the client.

🔹 Payment Terms
Example:
Net 15
Net 30

 

Step 3: Add Line Items
Under Line Items, click Add Item and fill in:

• Service Category
• Description
• Quantity
• Unit
• Rate ($)
• Tax (%)

You can add multiple items.

 

Step 4: Apply Discount (Optional)
Enter a discount percentage if needed.
The system automatically calculates:

• Subtotal
• Discount
• Tax
• Total

 

Step 5: Add Notes & Terms
🔹 Notes
Add any relevant information for the client.

🔹 Terms & Conditions
Include payment terms, penalties, or refund policies.

 

Step 6: Create Invoice
Click Create Invoice.
Your invoice will now appear in the invoice list.

 

Viewing an Invoice
To review invoice details:

1. Go to Events > Invoices.
2. Click on the invoice.

You will see:

• Invoice number
• Client & event details
• Line items
• Subtotal, tax, total
• Amount paid
• Balance due

 

Invoice Status
Invoices are categorized as:

• Unpaid
• Partially Paid
• Paid
• Overdue

You can filter invoices using the status tabs.

 

How Invoice Totals Are Calculated

Subtotal = Sum of all line items
Discount = Subtotal × Discount %
Tax = Applied per line item
Total = Subtotal – Discount + Tax
Balance Due = Total – Amount Paid

All calculations update automatically.