Use Payment terms to set when a booking is ready to be invoiced. Artwin Live uses these terms to calculate invoice dates and payment deadlines.
Once a booking is Confirmed and its invoice date has been reached, it appears under Create invoices on your dashboard.
You can set payment terms at three levels:
- Account settings: default payment terms for your bookings.
- Clients: different terms for specific clients.
- Bookings: terms for an individual booking, including a custom deposit.
Set default payment terms
Go to Account settings > Invoicing. Here you can set, among other things, how many days before the performance the final invoice should be created and how many days the client has to pay.
For example, if you set the final invoice to 35 days before the performance and the payment term to 7 days, the booking becomes eligible for invoicing 35 days before the performance. If the invoice is created that day, payment is due 28 days before the performance.
These settings apply by default unless you set different payment terms for a client or booking.
Set different payment terms for a client
Open the relevant Client to set different payment terms for that client. You can change the final invoice date or the payment term. These terms apply to the client's bookings unless you set booking specific terms.
Change payment terms for a booking
Open the relevant Booking and go to its financial details. Open Payment terms.
Under Deposit, choose one of these options:
- Default: use the automatic deposit settings that apply to this booking. If no automatic deposit applies, no deposit is proposed.
- Custom: set a deposit for this booking. Choose Fixed Amount or Percentage, then enter the Payment date and the amount or percentage.
- Disabled: disable the deposit for this booking, even if a deposit would apply under the default settings.
You can also turn on Booking specific payment terms to change the Final invoice date and Payment terms in days for this booking. This switch is separate from the Deposit choice. You can therefore set a custom deposit without changing the final invoice date or payment term.
Click Save to apply your choices to this booking. Your account and client settings remain unchanged.
When does a booking appear under Create invoices?
A booking appears under Create invoices on your dashboard when it is Confirmed and the invoice date set by the applicable payment terms has been reached.
If the performance is still outside the specified period, the booking will not yet appear as ready to invoice. If a booking is confirmed after its invoice date has been reached, it becomes eligible for invoicing immediately.
A booking with the status Request or Option does not appear as ready to invoice, even if its invoice date has passed.
Create invoices
From Create invoices on your dashboard, you can open bookings that are ready to invoice. You can also go to Invoices > Create.
There you can see details such as the performance date, artist, client, invoice type, and amount still available to invoice. You can create an individual invoice or select several bookings to create their invoices together.
Payment terms and automatic invoicing
Payment terms determine when a confirmed booking should be invoiced. Automatic invoicing determines whether Artwin Live may create and send invoices based on those terms.
When automatic invoicing is disabled, bookings still appear under Create invoices at the appropriate time so you can create the invoices manually.