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Invoices

Stuart Eaton
Stuart Eaton

Eventplot helps festival and event organisers bill vendors from the same place you manage applications and site planning. Invoicing is currently available for vendors — set up your invoice template once, then generate, send, and track invoices per vendor.

1. Set up invoice settings

Before your first invoice, configure what appears on PDFs and how payment works.

Open Vendors, then either:

  • Use the resource menu and choose Edit Invoicing, or
  • Open the Invoices list (under Vendors in the sidebar) and click Edit invoice settings when no invoices exist yet

In Vendor Invoicing, review:

  • Business Information — pulled from your event’s business details (name, address, VAT number, contact)
  • Invoice Settings — Currency and Payment Terms (Fixed Date or Duration in days, weeks, or months)
  • Additional Content — optional text, Show Sponsors, and Accent Color on the PDF
  • Bank Details — BACS fields (bank name, account name, sort code, account number, IBAN, BICS/SWIFT)
  • Card Payment Details — optional Payment Link
  • Chargeable Items — line items with descriptions and amounts (at least one positive amount is required before you can invoice a vendor)
  • Discounts or Additional — extra lines as fixed amounts or percentages
  • Taxes — tax lines as amounts or percentages

Save your changes when finished.

2. Send an invoice to a vendor

  1. Go to Vendors and open a vendor
  2. Scroll to the Invoicing section
  3. Click + to open Generate Vendor Invoice
  4. Select line items, adjust quantities if needed, and review totals
  5. Click Create Invoice, then Send to email the PDF, or Download to save a copy

You can also Save & Close to record a draft without sending.

3. Track invoices across vendors

Open Vendors → Invoices in the sidebar for a single list of every vendor invoice.

The table shows reference, name and email, amount, status, invoice date, due date, and a Paid checkbox. Click a row to jump to that vendor. Use View to reopen an invoice, or Export CSV at the foot of the page for your accounts.

Statuses include Sent, Overdue, and Paid. Marking Paid updates the record; overdue is applied automatically after the due date.

When an invoice is paid, you can Create Receipt from the invoice dialog and send or download that too.

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