Events and rental: Invoicing software for balloon decorators
Invoicing software for balloon decorators that turns installed decorations, removal and extras such as foil letters or an extra trip into an invoice matching the quote and handover photo.
Where invoices stall for balloon decorators.
After a busy weekend a balloon decorator has to invoice each job. The quote sits in a spreadsheet or a chat, the deposit has landed in the bank account and the extra column the client asked for at the last minute exists only in a message. A second trip because the venue moved removal to the next morning is often forgotten. Business clients need a purchase order number on the invoice that is buried in an email. And when a client does not return a frame on time, nobody knows whether a charge was ever agreed.
Invoicing software for balloon decorators
Example- 1
Bundle the basis per job
DoneFor each job, everything billable is already in the software: the approved quote version, additions with approval, the handover photo, removal and any extra trips.
- 2
Check the differences
In progressThe software shows where the invoice departs from the quote, such as an extra decoration without approval, removal at a different time or a frame that never came back.
- 3
Send the invoice
NextWhen you approve, the invoice goes to the client with a payment link, the right lines, the deposit offset and, for business clients, the purchase order number.
From finished work to paid invoice.
Bundle the basis per job
For each job, everything billable is already in the software: the approved quote version, additions with approval, the handover photo, removal and any extra trips. Deposits are offset. Each line shows its source, so you do not have to scroll back through a chat to find it.
Check the differences
The software shows where the invoice departs from the quote, such as an extra decoration without approval, removal at a different time or a frame that never came back. You decide per line whether to invoice, adjust or drop it. That choice is stored so you can explain the invoice later.
Send the invoice
When you approve, the invoice goes to the client with a payment link, the right lines, the deposit offset and, for business clients, the purchase order number. Reminders go out automatically. Per job you see whether it has been paid, without going through your bank account.
Invoicing from the same software.
Invoices are now often put together on Sunday evening after a busy weekend, with the quote in a spreadsheet and the extras in a chat. In the invoicing software the billing basis comes from the quote, the job card and stock, which are already in it. You manage your rates and surcharges; your bookkeeper can look along or receive an export. Deposits received are recognised so you never invoice them twice.
Deposit or one invoice afterwards
For private parties many decorators ask for a deposit on approval, because balloons and helium are bought upfront. Business clients usually expect one invoice after the event. The software handles both and shows on the final invoice what has already been paid, so there is never confusion about the balance.
Settle extras on the day or later
A client who wants an extra column or foil letters on the day can pay straight away through a payment request or see it on the final invoice. Settling immediately avoids discussion but can feel awkward at a party. Adding it to the invoice works when the extra is recorded on the job card with a photo and approval.
Deposit on frames or charge for losses
If you leave frames and bases with clients, you can ask for a security deposit or agree that losses are charged. A deposit gives certainty but feels heavy to clients. A clause in the quote about charges for unreturned items is lighter, and the software puts that line on the invoice when a frame was never booked back in.
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Read the storyWhat we set up for your invoicing.
From the start the invoice bundles the approved quote, additions, removal and deposits per job, with the differences set apart for review and your payment link and reminders in place. Together we walk through an ordinary birthday without changes, and a wedding where a column was added on the day and removal moved to the next morning. Payment requests for deposits and a charge for unreturned frames can be switched on whenever you want.
View pricingSupport and updatesGood to know.
Explore pricing and optionsWill an invoice go out that I have not seen?
No. The software prepares the invoice and you check and send it, with a payment link included. After that reminders go out automatically and you see per job whether it has been paid. Nothing leaves that you have not seen first, and you do not have to chase payments yourself.
Can we include purchase order numbers for business clients?
Yes. The purchase order number is captured at enquiry or approval and appears on the invoice automatically. If it is missing, you see that when reviewing differences, so the invoice does not stall in the client's payables team.
How do we avoid invoicing deposits twice?
A deposit is recorded against the job as soon as it is invoiced or received. The final invoice offsets that amount automatically. The client sees on the invoice what has been paid and what is still outstanding, which saves questions on both sides.
What if the client does not recognise an extra decoration?
That is why an addition only reaches the invoice once it is recorded on the job card with a photo and, where possible, the client's approval. Without approval you see it during review and can talk to the client before invoicing.
Add-ons for your industry.
What often connects to this.
- Quotation software for balloon decoratorsQuotation software for balloon decorators that puts balloon quantities, structure, setup and removal into one proposal, with the assumptions behind it and approval on a fixed version.
- Digital job cards for balloon decoratorsDigital job cards for balloon decorators that bring the decoration plan with fixing points, colours and quantities to the setup and record how the decoration was handed over.
- Website for balloon decoratorsA website for balloon decorators that presents arches, columns and table decorations by occasion, explains what works indoors and outdoors, and asks for the venue photo and colours you need.
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 balloon decorators: decorations, removal and extras per job in an invoice with a payment link and automatic reminders.
- Bundle the basis per job
- Check the differences
- Send the invoice