Events and rental: Invoicing software for AV rental companies
Invoicing software for AV rental companies that turns rented equipment, operator hours, transport and damage from the job card into an invoice you check first.
Where invoices stall for AV rental companies.
After an event, the office at AV rental companies has to piece together what was actually supplied and done. The quote names a package, but on the day extra microphones were requested, the evening ran an hour late and a cable kit came back incomplete. Operator hours are on a timesheet, extra kit in a message to the planner, damage in a photo in the warehouse. Sometimes a deposit was paid on collection that has to be settled. Invoice from the quote and the extra revenue is lost. Investigate it all and it takes weeks, by which time the client has forgotten asking for those extra microphones.
Invoicing software for AV rental companies
Example- 1
Gather the delivered work
DoneThe invoice starts from the accepted quote and approved changes, which are already in the software.
- 2
Review differences and damage
In progressDifferences between quote and job card appear separately: extra hours, extra equipment, missing parts, damage.
- 3
Send the invoice
NextAfter review the invoice goes to the client with a payment link, and the packing list, hours and damage photos attached.
From finished work to paid invoice.
Gather the delivered work
The invoice starts from the accepted quote and approved changes, which are already in the software. From the job card come actual operator hours, extra equipment used on site and parts missing or damaged on return. A paid deposit is settled. Each line points to the job card or the approval it came from.
Review differences and damage
Differences between quote and job card appear separately: extra hours, extra equipment, missing parts, damage. The planner reviews each point. Damage that existed at dispatch or happened in transport is left off. Doubtful cases are held until there has been contact with the client.
Send the invoice
After review the invoice goes to the client with a payment link, and the packing list, hours and damage photos attached. Reminders go out automatically and you see per event whether it has been paid. If a damage item is still under discussion, the rest goes out and the damage follows as a separate invoice.
Invoicing from the same software.
Invoices are now often made separately, with hours and extras retyped from notes and messages. In the invoicing software the quote, job card and return check are already together, so the invoice comes from what was actually supplied. Your bookkeeper can look along or receive an export. The office owns debtors, deposits and payment terms, the planner owns the review of hours and damage, and the warehouse owns the return check.
Invoice damage at once or after discussion
Invoicing damage straight away is quick but can strain a good client relationship, especially when the cause is not entirely clear. Discussing it first with the photos and return check gives the client a chance to respond. With regular clients discussion may be wiser; with one-off hires, invoice sooner with evidence.
Settle the deposit or invoice upfront
Many companies take a deposit on collection. Settling it against any damage is simple but requires the return check to happen quickly. An alternative is to invoice the full hire upfront and refund the deposit separately after checking. Choose the route that fits how quickly you check returns.
Operator hours fixed or actual
Invoicing hours as quoted gives clarity, but overruns come out of your pocket. Invoicing actual time is fair but needs overruns recorded on site with the client's agreement. A fixed price with an hourly rate for overruns after an agreed time keeps it predictable and fair.
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Read the storyWhat we set up for your invoicing.
At the start we set up the invoice that comes from quote, changes and job card, with extra hours, extra equipment and damage shown separately for the planner, plus your payment terms, payment link and reminders. Before going live we walk through an event that went exactly to quote together, and an event with an overrun and a microphone missing on return. Deposit settlement for collections can be switched on once the return check is quick enough.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDoes an invoice go out without a check?
No. The software prepares the invoice, and the office checks and sends it. Numbering, layout and payment terms are recorded once at the start. After sending, reminders go out automatically and you see per invoice whether it has been paid, so nobody has to chase without reason.
How do we support a damage charge?
The invoice includes photos from dispatch and return, the warehouse report and any technician's note. The client sees that the item was fine when it went out and not when it came back. That makes a conversation about damage factual rather than one person's word against another.
What if the client received extra equipment without approval?
It appears on the draft invoice as an extra without approval. The planner decides whether to invoice it, for example if the technician can show who asked for it. To prevent this, the job card asks on site for the name of the contact who agreed.
Can we invoice per event or per month?
Both. One-off clients per event, agencies that book often perhaps a monthly collective invoice with an overview per event. You record once which form applies to each client, and the software prepares the invoice in that form.
Add-ons for your industry.
What often connects to this.
- Quotation software for AV rental companiesQuotation software for AV rental companies that calculates equipment days, transport, setup, strike and technicians as separate items, so clients see what their package and service cost.
- Digital job cards for AV rental companiesDigital job cards for AV rental companies with a packing list by serial number, so dispatch, setup on site and return can be checked per case and per item.
- Website for AV rental companiesA website for AV rental companies that presents sound systems and lighting packages as complete solutions per type of event, including the cables, controls and crew that go with them.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for AV rental companies: equipment, operator hours and damage from the job card in an invoice with a payment link and automatic reminders.
- Gather the delivered work
- Review differences and damage
- Send the invoice