Understanding Proposal and Invoice Fields

This describes the purpose and function of each field within the Invoice and Proposal form. The fields within the Invoice and Proposal forms are exactly the same. When you create a Proposal the Billing Contact and Address is not required but when you create an Invoice the Billing Contact and Address are required so you can directly collect payment.

Invoice Title: This will show on the communication and serve as the Name of the Invoice or Proposal. This is a required field.

PO Number: This is an open text field that will be displayed on the Proposal and Invoice to you and the customer digitally and in print. It can be useful for corporate invoices that require financial designation. This is optional.

Venue Address: If there is a specific location for the Event you can enter it here. This is optional.

Invoice Summary: This is an open text field to help you add any description or specifics about the event that is important to you and the customer. This will display on the Proposal and Invoice for yourself and the customer. This is optional

Line Items: This is where you can add the specifics of each item. This is not attached to your catalog and can include anything you need to invoice for including fees or labor. At least one line item is required for Proposals and Invoices. You can also add in a payment processing fee here if you want.

Price: This is where you set the price of a specific line item. A price is required for every item. Negative prices are not accepted, you can use the discount field to populate a discounted % or fixed amount on the entire proposal or invoice.

Quantity: This is where you specify the volume of a specific line item. At least one quantity item is required for Proposals and Invoices.

Tax checkbox: this is where you can apply or remove sales tax to a specific line item

Discount: this can be a percentage or fixed amount discounted to the proposal or invoice. You can use this yourself by clicking “Add discount” button

Tax field: This is where your default tax rate is populated from your store settings but can be overridden if needed 

Internal Notes: These are notes for you and will not be viewed by the customer or inserted into the Proposal, Invoice, or any emails. You can only view the content when editing the proposal or viewing the Detail Page

Customer Contact: You can search or add new customer contacts to review a Proposal or attach them to an Invoice. All customer contacts require Name, Phone, and Email. Without an Email Address, a customer cannot receive proposals or invoices.

Billing Contact: You can search or add a new contact to be Billed an Invoice. Use the “Same as Contact Name” checkbox to use the same person in the Customer contact. A Billing Name, Phone, and Email are required for Invoicing but not to share a Proposal.

Billing Address: This is the billing address associated with the Billing Contact. This is required for Invoicing but not to share a Proposal.