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Quotes and invoices

invoicingevents
Quotes and invoices

Quotes and invoices are the same document at different stages of a booking. A quote goes out to win the work; an invoice goes out to collect for it. In 1pm they share one editor (the same one you price an event's Folio with), so a quote you've laboured over becomes the event, and the event's pricing becomes the invoice, without re-typing a thing.

This article covers setting your defaults, sending a quote, raising an invoice, and what happens as each moves through its stages.

Set your defaults first

Before your first quote or invoice, set up Tax & invoicing in your account (from your Account page). Two things live here:

  • Tax rates. Add the rates you charge, mark one as the default, and choose for each whether the tax is included in the price (GST, VAT) or added on top (US sales tax). These are the rates that appear on every line.
  • Invoice defaults. Set how many days after issue payment is due, your invoice number prefix (so numbers run as INV-0001, INV-0002), your default terms or payment notes, and your business or tax number with a label that suits your region (ABN, GST number, VAT number). The number and terms render live on every invoice, so updating them here updates every invoice you print or share, even ones already issued.

Sending a quote

A quote is raised on a lead, not an event, so it starts from the Leads inbox: click Quote on a lead. That opens the quote editor, pre-filled with the lead's details. Build it exactly like a Folio: add lines, pull from your items and packages, group them, set tax. Per-head lines bill against the guest count the lead gave you.

When it's ready:

  • Send to lead emails the quote to the enquirer through their existing email thread, with a link to a clean, read-only version they open without logging in. The quote moves to Sent.
  • Mark accepted when they say yes. This is the satisfying bit: 1pm creates the event as a confirmed booking and seeds its Folio from the quote, so the pricing you quoted is already in place. The lead moves to Converted.
  • Decline marks the quote declined and the lead lost, so a "no" tidies itself away.

A quote can be accepted or declined whether it's still a draft or already sent, so an in-person yes doesn't force you to email it first.

Raising an invoice

Most invoices start from an event. On the event's Folio, click Copy to draft invoice: 1pm snapshots the current pricing into a new draft. (For one-off billing with no event behind it, the Invoices page has a Blank invoice button that starts from scratch.)

A draft invoice is fully editable, with the same line editor as the Folio. Open the Status, client link & details panel beneath it to fill in the rest:

  • Bill to, email, and address. Use Pick contact to prefill the name and email from one of your contacts.
  • Issue date and due date (the due date defaults from your settings).
  • A reference for a PO or booking number.
  • Terms / notes, which fall back to your default terms unless you type something to override them just for this invoice.

If the event's pricing changed after you copied it, Sync from event pulls the current Folio back in (this replaces the invoice's lines, so any manual edits to the invoice are discarded).

Issuing, sending, and the freeze

Invoices follow the Xero model: a draft is editable, but once you issue it the figures are locked, so a sent invoice is a fixed record rather than a moving target. Move an invoice through its stages with the Mark Sent, Mark Paid, and Mark Void buttons in the status panel.

To get it to the client:

  • Email to client sends it to the bill-to email straight from 1pm.
  • Enable share link creates a read-only public link the client can open without logging in. Copy it, or revoke it later.
  • Print opens a clean, printer-ready version you can save as a PDF.

Your logo, business number, and terms render on all of these from your settings, so the document always carries your current details.

Finding an invoice later

The Invoices page lists them all. Filter by status (Draft, Sent, Paid, Void), narrow by issue date, or search by number, client, event, or even a line item. Each event's Folio also lists the invoices raised from it, so you can get there from either direction.

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