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Pricing an event

invoicingevents
Pricing an event

Every event in 1pm has a Folio: 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 Folio total feeds the pipeline value on your dashboard, and when it's time to invoice, you copy the Folio to a draft in one click.

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

Open the Folio

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

Group lines into packages

For anything with parts (a wedding package, a drinks package, a day delegate rate), group the lines so they read as a set. Click Add group, type a name into the group header, and the lines beneath it belong to that group. You can:

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

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

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 the Folio tells you how many pax the per-head lines are billing against (the guaranteed number where you've set one).

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 shows as pipeline value on your home dashboard and in the Events report, so keeping the Folio 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 Folio as a new draft invoice, so later tweaks to the Folio don't quietly change an invoice you've already sent. The Folio stays put as the event's living record, and each invoice you raise from it is listed here. Editing and sending that invoice is covered in Quotes and invoices.

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