Event confirmations — Help

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.

The date and times stay live. The event date, start and end time, and access / vacate times always come from the event, not the snapshot. When a client asks to start an hour later, change the time on the event and their confirmation shows the new time straight away, with no second signature and no second set of times for anyone to mix up. The client only ever sees the current date and time.

Your own copy of the confirmation keeps the record. When the date or times on the event no longer match what the client agreed to, a note at the top of the confirmation shows both, for example "The client agreed to Thursday 17 September 2026, 5:00 PM – 8:00 PM (3 hours). It is now Thursday 17 September 2026, 6:00 PM – 9:00 PM (3 hours)."

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. The event date and time lead the page in large type, with the length of the booking beside the time (for example "9:00 AM – 11:00 AM (2 hours)"), so the one thing a client comes back to check is the first thing they see. Quotes, invoices and their PDFs lead with the same two lines. 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. Finished steps go green and the step they are actually on is marked as well, so an accepted quote waiting on the terms reads as waiting on the terms rather than as finished. The booking is only confirmed once they have completed every step.

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, and nothing is emailed to them at that moment: they are already looking at the page an email would have sent them to. A client who leaves before signing or paying is picked up a few days later by the funnel stall chases, which name the one step they stopped at. You can also accept a quote yourself, from the quote in 1pm, when a client says yes on the phone: that raises the confirmation the same way and lands you on it. Send it when you are ready.
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.
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.

Their invoices and what they have paid. Above the Paid line, the page lists every invoice you have issued and shared for the booking that is billed to this client (number, whether it is the deposit or the balance, the date and the amount, each opening in a new window) and every payment banked against it (date, method, amount). An invoice for the same booking that you have addressed to someone else, such as a sponsor or the family paying the bar, is not listed here: it carries their name and address, so it stays theirs. A client wanting a copy of an invoice, or wanting to check what they sent you in March, no longer has to email and ask.

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.

If you change it after sending. When you move a sent confirmation back to draft, change the deposit, the terms or the charges, and send it again, the link stays the same. A client who still has the old version open in their browser can't agree to it: the page tells them it changed and asks them to read it again, so the agreement on record is always the version they saw.

If the booking is cancelled. Once you set the booking to Cancelled, the confirmation page stops offering Agree to terms and the payment options, and tells the client the booking is cancelled. They can still read the document.

Checking the page yourself

Open the client's link while you are signed in to 1pm (for example from Preview) and you see the page exactly as your client does, with a note at the top saying so. The Agree, Decline and payment buttons are turned off for you. Nothing you click there is recorded as your client's agreement, sent to your client, or emailed back to you.

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.

That route runs both ways. A client holding a live link finds a Your booking card at the top of their run of show, and the same link on each row of their portal, both pointing back at this confirmation. It means the client only has to keep one of the two links: whichever they kept, they can still read what they agreed to and pay what is left. The gate is the same one, so a forwarded document never leads a stranger into the booking.

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.

Deposits and balances covers asking for a deposit on a confirmation and tracking what is owed.
Sharing the run of show with your client covers the client's live link, and the Your booking card that leads back here from it.
Pricing an event covers the charges a confirmation is built from.
Quotes and invoices covers the other documents in the same family.
The BEO or Function Sheet covers the internal brief the confirmation summarises for the client.