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Event confirmations

eventsinvoicing
Event confirmations

A quote wins the work and an invoice collects for it, but the document that turns a maybe into a booking is the confirmation. An event confirmation is a one-page summary of the event and its pricing that your client reviews and signs off, online, with no login. It is the moment the booking becomes real, and 1pm records who agreed and when.

This article covers raising a confirmation, what you can set before it goes out, sending it, and what happens once the client signs.

Raising a confirmation

A confirmation is built from the event you have already priced. On the event's Billing page (the Charges the invoice and quote are also built from), use Raise confirmation. 1pm takes a frozen snapshot of the event details and the pricing as they stand, so the figures the client agrees to can never shift under them afterwards. The confirmation opens on its own page, ready to tidy before it goes out.

If the pricing changes later, raise a fresh confirmation. The snapshot is deliberate: a signed document should always show exactly what was signed.

Setting it up before it goes out

While the confirmation is a draft, you can shape what the client sees:

  • A cover note. A short message at the top, in your words, to set the tone or call out anything the client should know before they agree.
  • A deposit. Ask for a deposit as a percentage of the total or a fixed amount, with a due date. The balance is tracked for you. Deposits have their own article: Deposits and balances.
  • Terms. Your default payment and booking terms render automatically; override them on this one confirmation when it needs different wording.
  • What the client sees. Per-block visibility toggles let you keep parts of the document off the client's copy. Show them the date, space, pax, service, and the numbers that matter, while keeping the run of show, internal lines, or anything else for your team only. One event, one source of truth, shown to the client at the level of detail you choose.

Sending it to the client

When it is ready, you have two ways out:

  • Send emails the client a branded "Review and confirm" link straight from 1pm. This needs an email on the event's contact. The confirmation is marked Sent and the pricing freezes.
  • Mark as sent is for when you would rather share the link yourself (in your own email, a message, wherever). 1pm still generates the public link and switches on the client's sign-off, you just hand it over however you like.

The client opens a clean, read-only copy in their browser, with no login, that paginates neatly if they print it. Your logo leads the top of the page and your brand colours carry through every step, so from the first screen to the signed receipt it reads as coming from you, not from software.

What your client does

The page walks the client through the booking in clear steps, shown as a progress bar so they always know where they are: Accept, Agree, and Pay deposit. The booking is only confirmed once they have completed every step, which is what the confirmation email asks of them.

  1. Accept. If the confirmation began life as a quote, accepting it is the first step. 1pm then takes the client straight on to the terms, so there is no hunting for a next button.
  2. Agree. They read the details and your terms, type their name, tick to agree, and choose Agree to terms. This is the sign-off. It is a Tripleseat-style approval on the record rather than a formal e-signature, and it captures their name and the exact date and time.
  3. Pay deposit. If you asked for a deposit and you have online card payments switched on, the final step is paying it. The booking is confirmed once the deposit is in.

Letting them pay in full. When a deposit is due but more than the deposit is still owed, the client also sees a quieter Or pay in full option beside the Pay deposit button. It is their choice: pay just the deposit now, or settle the whole balance in one go. Either way the booking confirms; paying in full simply clears the balance at the same time.

Payment runs through your connected card processor, so the money lands in your account, not ours. If you have not switched on online payments, the pay step simply does not appear: the client still accepts and agrees online, and you collect the deposit however you normally would.

Not happy with the terms? Instead of agreeing, the client can choose Decline terms, leave an optional note, and you are notified with their message so you can pick the conversation up directly.

Two other buttons the client may see

Along the top of the confirmation, beside Download PDF, up to two extra buttons can appear. Neither is part of the sign-off funnel and neither is printed, so they never compete with the thing you want the client to do next.

  • A booking button, letting a client with questions pick a time with you instead of emailing to ask for one. Off until you switch it on, and covered in appointments and the booking page.
  • Open your run of show, when the client holds a live link to their event. It takes them into the timeline itself, live. See sharing the run of show with your client, which also covers why the button only ever appears on a document addressed to the person the link belongs to.

After the client responds

The moment a client agrees or declines, a notification lands in your bell, so you are not refreshing the page wondering whether they have looked. A signed confirmation becomes a closed record showing the signer's name and the date and time they agreed, your proof the booking was agreed. While a deposit is still outstanding it reads as agreed pending the deposit; once the deposit is paid it reads as confirmed.

Need to change something on a sent confirmation that has not been agreed yet? Revert to draft, edit the cover note or terms, and send again. The link stays the same, so re-sending does not break anything you already shared.

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