Quotes and invoices to your clients

Goal

You bill your clients yourself: your fee (a flat amount or a percentage of the event budget), the re-invoicing of the vendors booked for them, and any free line. The quote is prepared as a draft, frozen when you mark it sent, then, once your client accepts it, becomes a numbered and archived invoice. No email leaves the platform: you pass the PDF on to your client yourself. Payment happens outside the platform; you record it when you receive it.

Steps

1. Open Billing in the menu, then Edit on the Billing details card: legal name, address, company number, and either your VAT number or your exemption wording (“TVA non applicable, art. 293 B du CGI”). These details are printed as the issuer on your quotes and invoices.
2. Make sure your client has a billing address in your address book (and their VAT number for a company): their client record fills it in on the quote and the invoice.
3. Open the event, then its Quotes & invoices section (or the card of the same name on the event page) and click New quote.
4. In Prefill the quote, choose your fee (flat or a percentage of the budget), tick the services to re-invoice — their cost comes from the vendor's accepted quote, otherwise from the planned price, and their price from the price billed to the client —, decide whether to show the margin, pick the lines' VAT, then click Add to the quote.
5. Adjust the lines, the payment schedule, the validity date and the notes, then click Mark as sent (or Save draft to come back to it). Download the PDF and send it to your client.
6. When your client has signed, open the quote and click Accepted by the client (or Declined by the client). If they have access to their space (see "Your client's space"), they can also accept or decline it themselves: you are notified.
7. On the accepted quote, click Issue the invoice: your details and the client's are prefilled; check them, choose the due date and the language, then confirm. The invoice gets its number (FA-year-number).
8. When the payment arrives, click Mark as paid. To correct an issued invoice, issue a credit note: it cancels the invoice, and you can issue a new one.
9. Find all your quotes and invoices on the Billing page, filtered by client, status or period, and a client's ones on their record.

Frequently asked questions

Does my client receive an email? No. “Mark as sent” freezes the quote; it is up to you to pass the PDF on, by email or in person.

What does “Show the margin” change? With the margin shown, each service appears at its cost, followed by a “Coordination fee” line for the difference. With the margin included, a single line at the billed price. The total is the same.

Are amounts excluding VAT? Yes: fees, costs and billed prices are entered excluding VAT, and the quote applies each line's VAT. If you are not VAT-registered, choose 0% and keep your exemption wording.

What if I change my details after invoicing? An issued invoice keeps the details of the day it was issued. Only the next invoices use the new ones.

Can I edit a sent quote? No: a sent quote no longer changes. Create a new quote; the old one stays visible in the list.