Pricing an event | 1pm Help

Every event in 1pm has a Billing page, and the heart of it is the Charges: a running list of what you're charging for. It's built from the same line editor as your quotes and invoices, so the pricing you work out here flows straight through to the bill. While the booking is live the Charges total feeds the pipeline value on your dashboard, and when it's time to invoice, you copy those charges to a draft in one click.

This article covers opening Billing, building lines, putting them into packages, per-head pricing, tax, and turning it into an invoice.

Open Billing

Open an event and click Billing in the event header. The page shows the event's client contact at the top, the Charges editor in the middle, and any invoices raised from this event at the bottom. There's nothing to create: every event has its Billing page ready to fill.

Add lines

Click Add line for a blank row. Each line has a name (the main text), an optional description below it, a quantity, a unit price, a tax rate, and an amount that works itself out. Click any cell to edit, and changes save as you go, with no Save button to hunt for.

Two toggles above the table keep it readable. Show descriptions reveals the secondary detail under each name, and Show taxes shows or hides the tax column so a long list stays narrow.

Add from your items

You don't have to type every line. On the right (or, on a phone, from the picker under the table) sits Add from items: your saved catalog of priced lines. Search it, filter by category, and click an item to drop it straight in. Click a package and every item in the bundle drops in at once, grouped under the package name. Building that catalog is covered in Your items catalog and packages.

Put lines into packages

For anything with parts (a wedding package, a drinks package, a day delegate rate), put the lines in a package so they read as one thing. Click Add package, type a name into the package header, and the lines beneath it belong to that package. Each package sits in its own box, with a dark grey strip down its left and its header across the top, so you can see where one package ends and the next begins. You can:

Move a line into a package, out of it, or into a brand new one with the small package dropdown on the line.
Drag a package by the handle on its header to reorder the whole block, or drag a single line to reorder within its package.
Remove package, keep lines to keep the lines but drop the heading, or delete the package and its lines together.

Loose lines and packages share one order, so a standalone line can sit above, below, or between packages.

Charge per head

Tick Per head on a line and its quantity follows the event's guest count, so "canapés, per head" bills the right number without you re-keying it every time the pax changes. The note at the top of Charges tells you how many pax the per-head lines are billing against (the guaranteed number where you've set one).

A package that covers the first guests

Plenty of packages are priced for a set number of guests, with a charge for each guest beyond it: "$16,650 for up to 50 guests, then $250 per extra guest". Build that as two lines:

The package itself, at $16,650, quantity 1.
"Additional guests" at $250, with Per head ticked and Guests included in the price set to 50.

The second line bills only the guests over 50. At 73 pax its quantity is 23 and it comes to $5,750; at 50 pax or fewer it bills nothing. Its quantity follows the guest count like any other per-head line, and the client's copy reads "per guest over 50" so nobody wonders why the quantity isn't the full head count.

Tax

Each line carries its own tax rate, picked from the rates you've set up. Some venues run a single tax that's included in the price (GST, VAT); others add tax on top (US sales tax). Either way, set your rates once under Tax & invoicing in your account, and they appear in the dropdown on every line. Lines built from a catalog item bring their tax with them. Setting up rates is covered in Quotes and invoices.

The total and your pipeline

The subtotal, tax, and grand total sit at the foot of the editor and update with every edit. That grand total is the event's value: it's what the Events report and the sales reports read, so keeping your charges current keeps your pipeline honest.

Turn it into an invoice

When you're ready to bill, click Copy to draft invoice in the Invoices section at the bottom (it needs at least one line). That takes a frozen snapshot of the charges as a new draft invoice, so later tweaks to them don't quietly change an invoice you've already sent. Your charges stay put as the event's living record, and each invoice you raise from them is listed here. Editing and sending that invoice is covered in Quotes and invoices.

Your items catalog and packages covers the saved items and bundles you add to an event's charges.
Quotes and invoices covers raising a quote, billing from an event's charges, and your tax settings.
Recording payments and taking card payments covers recording payments and taking card online.
Minimum spend covers the floor a space's bookings have to reach, and adding the difference when one falls short.