What a client has spent with you — Help

Before you price a job for someone who has booked with you before, there are two things worth knowing: what they have spent, and whether they still owe you anything. Both are already in 1pm, spread across their bookings, their quotes and their invoices. The Money tab on a contact record gathers them into one place.

This article covers the four figures at the top, the document list underneath, and how the totals handle deposits so nothing gets counted twice.

Where it is

Open Contacts, click a contact, and choose the Money tab. The number on the tab is how many quotes, invoices and confirmations that contact has.

If a contact has never been the client on a booking and has no documents, the tab says so and there is nothing else to see. Suppliers you only ever assign as crew will sit like that permanently, which is correct: they work your events, they do not buy them.

The four figures

Bookings as the client. How many events this contact is the client of. This is deliberately narrower than the number on the Bookings tab beside it, which counts every event the contact touches, including ones where they are crew. A photographer who works forty of your weddings is on forty bookings and has bought none of them, so the money figures count only the ones that are theirs.

Tentative, confirmed and completed bookings count. Leads and cancellations do not, which matches the Top clients report.

Booked. The total value of those bookings, from each event's own value. It is the pipeline figure the rest of the reports use, so it counts work you have agreed to do whether or not you have invoiced it yet.

Paid. What this client has actually settled, across every invoice and confirmation.

Outstanding. What is still owed. It turns amber when there is anything in it. If a client has overpaid, this reads zero rather than a negative number.

Under the four figures is a line with the rest: total invoiced, the average booking value, and the dates of their first and most recent booking with you.

Why the totals are not just the documents added up

A deposit lives in two places. When a client pays a deposit on their event agreement, 1pm also records that payment against the deposit invoice, so your books and your agreement agree with each other. Add the two documents together and a £300 deposit reads as £600.

For each booking, the Money tab works out three figures and takes whichever reads highest:

The event agreement, which states the whole job.
The booking's invoices, added together. Billing new items raises an invoice for only what an earlier invoice didn't bill, so a £1,000 invoice and a £300 extras invoice really are £1,300.
A deposit and a balance, added together, because a £300 deposit plus a £700 balance really is a £1,000 job.

Taking the highest rather than adding the three is what stops the agreement and the invoices billing it from counting the same job twice.

The practical effect is that a payment counts once no matter which document it was made against, so a deposit paid on the agreement and a deposit paid on the invoice both come out at what the client handed over.

A booking that is spread across several days as a Program is treated as one job, so a single agreement covering the whole run does not get added to the individual days' invoices.

The document list

Under the figures is every quote, invoice and confirmation for this contact, newest first: the date, what kind of document it is, its number, its status, the total and anything paid against it. Open takes you to the document.

Three things worth knowing about what is in the list:

Drafts and voids are listed but not counted. A document you wrote and never issued, or one you cancelled, is still a document you made. Hiding it would make it look deleted. Neither one is money, so neither reaches the figures above.
Quotes are listed but not counted either. A quote is what you offered, not what the client owes. It becomes money when they accept it and a booking follows.
Folios are not shown at all. A folio is your own internal working sheet for an event, not something a client ever sees, so it lives on the booking rather than here.

A document with no number has not been issued yet, and the list says so rather than leaving the column blank.

How a document finds its way here

A quote or invoice reaches a contact three different ways, and all three count:

It was addressed to them.
It belongs to a booking where they are the Client.
It was raised against a lead that is linked to them, even if that lead never became a booking.

That last one is why a live quote sitting with a client you have not booked yet still shows up. If a document you expect to see is missing, the usual reason is that the booking's Client field points at somebody else. Set it on the booking and the document follows.

Adding contacts covers the contact record the Money tab lives on.
Links between leads, contacts and events covers how a lead, a contact and a booking find each other, which is what decides where a document shows up.
A contact's request history covers the Requests tab beside this one.