Adding and linking purchase invoices in Artwin Live

With the introduction of purchase invoices, you can now track where your expenses come from. Whether artists or band members send you invoices, or you hire external services such as sound and lighting, all purchases can now be recorded directly in Artwin Live.

• Activating Purchase Invoices

Before you can start adding purchase invoices, you need to activate the feature.

1. Click your avatar in the top right and open Account Settings.
2. Go to Finance & Invoices.
3. Enable the option “Track purchase invoices.”

Once activated, the Purchases menu appears on the left side of your dashboard.

• Adding Purchase Invoices via the ‘Purchases’ Menu

The first method is to upload or create your purchase invoices from the Purchases menu.

1. Open Purchases from the main menu.
2. Click + New purchase invoice.
3. Fill in the form with:
   • Invoice number
   • Invoice date and Due date
   • Currency
   • Description (subject)
   • Supplier (contact)
4. Add one or more invoice lines with description, VAT %, and amount.
5. Optionally upload an attachment (PDF, Word, Excel, or image, max 10 MB).
6. Click Save.

The new invoice will now appear in your Purchases, as a List overview with its status, date, supplier, and total amount.

• Linking to a booking

1. Open the created purchase invoice.
2. Click Link next to the invoice line.
3. Select the corresponding booking line (team member or external supplier).
4. Save the link.

The invoice is now connected to the correct booking and visible in both the invoice list and the booking details.

• Adding Purchase Invoices from within a Booking

The second method allows you to create or link a purchase invoice directly from a booking.

1. Open the Booking.
2. Go to the Budget tab.
3. Add a Team member or External supplier.
4. Enter the fee or amount.
5. Enable Track purchase invoice for that line.
6. Under the booking line, choose one of the options:
   • Link to existing purchase invoice line
   • Add a new purchase invoice

If you choose to create a new one, the same purchase-invoice form appears as in the Purchases menu. After saving, the invoice is automatically linked to that booking line.

• Important Notes

1. The creditor on the purchase invoice must match the contact on the booking line in order to link them.
2. If the booking line is not linked to a contact, all unassigned purchase-invoice lines will be shown and automatically associated with the invoice’s debtor.
3. The invoice status (e.g. Unpaid) is updated automatically in the overview.