Why event planners should send professional invoices
As an event planner you are proud of your great organizational skills, as well as your ability to manage the tiny details while still being able to focus on the big picture. No event is ever the same, so no off-the-shelf invoice will do.
You need an invoice that is flexible enough to capture all the special requirements for each event, while still being clear and easy-to-understand for your customers.
You always deliver first class results, so your invoice should be as polished and professional as the great event planning services you provide. A good-looking, well-organized invoice will also add to your outstanding reputation.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our array of beautiful event planning invoice templates and pick the one in the color and style you like best
- Download the invoice template you have decided on in the format you want, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s absolutely free!
- Add on your event planning business name, address, phone number, and email address. If you offer services for certain types of special events – mention it here as well
- Insert your amazing event planning company logo, website address, and any graphics you use to brand your company
- Insert your customer’s name and up-to-date contact information
- Add on a unique invoice number
- Insert the date of the invoice, the date of the event, and the payment due date
- Include an itemized list of all the services you provided, along with descriptions and prices for each
- Include a list of any other charges to be billed to the client, such as materials and supplies, or travel arrangements for live entertainment. The template can be easily tailored to make sure you cover all the costs
- If you are including a discount for a regular customer or a corporate client, add a line highlighting the discount so your customers know they are receiving a great price for your outstanding event planning skills
- Calculate the total price, including all applicable taxes, and enter the total
- Include your payment terms, including your accepted methods of payment
- Add a personal note at the end to thank your customers for the business – especially if you’d like them to ask you to plan their next event
- Save a copy – and give a copy to your customer
When is the right time to send an invoice to your event planning customers?
Some event planners invoice at the end of an event, especially if it is a smaller event. But if it is a large event requiring a lot of preparation and planning, as well as hiring specialty staff and bringing in supplies, many event planners ask for a percentage of the cost up front, with the remainder when the event is finished.
Whatever payment time period you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Invoicing tips for event planners
Add your professional recommendations
Add lines to describe any other event planning services you think your customers might need, such as corporate workshops, or recognition events. You could also include a link to your event blog. By sharing professional recommendations you show your customers you understand their business and interests, and would like to continue working with them.
Include a payment due date
A payment due date can really help you get paid promptly for your amazing event planning services. Having an established system in place also reinforces your professionalism.
Accept a variety of payment methods
Let your customers pay in a way that is most convenient for them. They will appreciate the convenience of using an e-Transfer or direct bank deposit to pay for your event planning services, and you will get paid right away! It’s also another way you can add to the great customer experience you provide to all your clients.
Make sure you have the correct contact person
Eliminate delays in payment by making sure you send your invoice to the correct person when you are providing event planning services to large companies or organizations. Your event or meeting contact person might not be the right person to receive invoices or issue payment.