The Automatic Invoice, as the name suggests, automatically includes all of the chargeable items, creating a line item for each.  Because the line items in the invoice link back to the actual items, you can print a detailed invoice containing item information.  With the Automatic Invoice, you can also choose to invoice for only certain items, certain types of items or a percentage of the charges.  When you later return to invoice the balance of the charges, EventPro Planner will calculate the correct remaining charges to invoice.

Although convenient, the automatic invoice will restrict you in some ways.  You cannot change the line item descriptions or amounts in the invoice, although you can charge a percentage of an amount, as noted above, and add new invoice details if necessary to accommodate additional charges.   Also, because the items in the invoice are linked to the actual items, once an item is invoiced, you cannot edit any of the item’s fields that would affect the invoice (price, quantity, etc.).  For example, if you needed to change the quantity of the invoiced item, you could only add new items for the client or credit the client for unnecessary items, unless you void the invoice.

Unlike automatic invoices, EventPro Planner will not automatically pull in the chargeable items for manual invoices.  Rather, you will manually create the line item(s) for the blank invoice and enter the amount(s) charged.  With this option, you have more flexibility in determining the invoice’s appearance.  Also, with a manual invoice, chargeable items are not locked and you can alter them freely.

However, because of the flexibility of manual invoices, you must pay close attention to the amount you enter in the invoice to avoid over- or undercharging a client.  For example, if you intend to invoice a client for half of the chargeable amount before an event and half after the event, you will have to manually calculate the balance to be charged in the second invoice.  EventPro Planner will not calculate the balances for you, as with the automatic invoice.  If you want to be able to deduct a manual invoice from a later automatic invoice, create a manual deposit invoice (described below).

It is recommended that most EventPro Planner users should use a Manual Invoice only when they are certain that they will not need to deduct it from an automatic total chargeable item invoice.  If you want to invoice for event charges or a portion of chargeable items, using the automatic invoice or deposit invoice (see below) will better ensure that clients are not over- or under-charged.

This option allows you to create a manual invoice with a single line item for a percentage of the total item charges.  However, do not get confused by the fact that this invoice uses a percentage of the item charges.  Because this is still a manual invoice, remember that EventPro Planner will not automatically calculate the un-invoiced remainder if you create a second invoice for the client.  If you create a second invoice, intending to charge the balance owing, you must manually subtract the first invoice amount from the final total charges and enter this number into the invoice.  You could possibly create another manual invoice for the remaining percentage, but if there have been any changes to the chargeable items (e.g. items added or subtracted), the total of the invoices will not match the actual totals.

If you attempt to create an automatic invoice after creating a manual invoice, EventPro Planner will not acknowledge the amount manually invoiced and will calculate the full total for the chargeable items, possibly overcharging the client.  If you want to be able to deduct a manual invoice from a later automatic invoice, create a manual deposit invoice (described below).

This option also allows you to create a manual invoice for a percentage of the total chargeable items, but instead of pulling in a single line item (as above), the chargeable items will appear as separate line items. It will look similar to the Automatic Invoice in appearance, but, remember, it is still completely different in function.  Because this is still a manual invoice, remember that EventPro Planner will not automatically calculate the un-invoiced remainder for the chargeable items if you create a second invoice.  Also, unlike items that have been automatically invoiced (which cannot be edited in a way that would affect the invoice, like price or quantity), you have the freedom to edit chargeable items as you wish after invoicing.  The manual invoice only uses the charges from the items; it is not actually linked to the items in the way that automatic invoices are.

Many event planners require deposits of customers before booking an event or accepting event registration.  EventPro Planner offers three different ways of invoicing for deposits.  Choose this option if you want to create a deposit for a set amount unrelated to the client’s total item charges.  As with a manual invoice, you will create your own line item and enter any amount you want to charge for the deposit.

What differentiates a manual deposit invoice from a regular manual invoice is that a deposit invoice can be deducted from an automatic invoice.  For example, if you create a manual deposit invoice for a client, then create an automatic invoice for the client’s total item charges, you will have the option to deduct the amount of the deposit invoice from the automatic (total chargeable item) invoice.  If you only created a normal manual invoice, you would not be able to deduct it from the automatic invoice.

It is recommended that you use Deposit Invoices instead of Manual Invoices most of the time. Most EventPro Planner users should really only use a Manual Invoice when they are certain that they will not need to deduct it from an automatic total chargeable item invoice.

Choose this deposit invoice option if you want to create a deposit invoice for an amount that is a percentage of the client’s total chargeable items.  This percentage deposit invoice behaves in the same manner as the manual deposit invoice, except that this option will save you from having to manually calculate the required deposit amount.

You may find this option convenient if you want to use progressive invoicing for a client.  For example, you could invoice a client 25% of the total charges a month before the event and 50% a week before the event.  After the event, you can create an automatic invoice to catch all remaining charges and calculate the balance to be invoiced; while creating the final automatic invoice, simply deduct the two deposit invoices to ensure that the client is not overcharged.

This deposit option also allows you to create a deposit invoice for an amount that is a percentage of the total chargeable items, but instead of pulling in a single line item (as above), the chargeable items will appear as separate line items. It will look similar to the Automatic Invoice in appearance, but remember that it has a different function.  This detailed deposit invoice behaves in the same manner as the manual or single item deposit invoice.  You can deduct this deposit invoice from a later automatic invoice and, unlike items that have been automatically invoiced (which cannot be edited in a way that would affect the invoice, like price or quantity), the chargeable items in this deposit invoice can be edited as you wish after invoicing.  The manual deposit invoice it is not actually linked to the items in the way that automatic invoices are.

You may need to credit a customer for items that were invoiced, but for which you will not receive payment.  A Credit Invoice acts as a credit memo that balances the customer’s financial record.  As with a manual invoice, you will create your own line item and enter any amount you want to acknowledge as a credit.

This option also allows you to create credit memos, except that a single line item is automatically created for an amount that is a selected percentage of the client’s total chargeable items.

This option also allows you to create credit memos based on a percentage of total chargeable items, but instead of pulling in a single line item for the total charges, the chargeable items will appear as separate line items.