Events and rental: Invoicing software for festival production teams
Invoicing software for festival production teams that turns completed production days, additional work and recharged facilities into an invoice you check first.
Where invoices stall for festival production teams.
After a festival, festival production teams have to draw up an invoice that often looks little like the quote. An extra build day was added because the site was wet, the organiser asked for an extra production office during the build, and the power supplier invoiced more than budgeted. Those changes are scattered: in emails, on the job card, in subcontractor invoices still arriving. Whoever prepares the invoice has to dig through everything and cannot see which change the organiser approved and which you decided yourselves. The result is a final invoice that takes weeks and a conversation with the organiser about items nobody remembers clearly.
Invoicing software for festival production teams
Example- 1
Gather the basis per phase
DonePer phase, the approved quote, the production days actually worked from the job card, the handovers and the change requests with their approval are already in the software.
- 2
Review differences per item
In progressThe draft invoice sets delivered against budgeted, per phase and per item.
- 3
Send the invoice
NextAfter review the invoice goes to the organiser with a payment link, lines per phase and references to changes.
From finished work to paid invoice.
Gather the basis per phase
Per phase, the approved quote, the production days actually worked from the job card, the handovers and the change requests with their approval are already in the software. Subcontractor invoices sit with the facility they belong to. If a subcontractor invoice is missing, that item stays open.
Review differences per item
The draft invoice sets delivered against budgeted, per phase and per item. An extra build day, a change approved by the organiser, a higher subcontractor invoice: each difference comes with its source. Whoever invoices decides per difference whether to recharge it and records why when in doubt.
Send the invoice
After review the invoice goes to the organiser with a payment link, lines per phase and references to changes. Advance payments and stage invoices are offset. Reminders go out automatically and you see per stage whether it has been paid. The organiser can receive an overview of the differences beforehand.
Invoicing from the same software.
Production companies now usually invoice in stages, with a final invoice that gets pieced together weeks after the festival. In the invoicing software the quote, job card and changes are already together, and subcontractor purchase invoices sit with the right facility. Whoever checks invoices decides when one goes out. Your bookkeeper can look along or receive an export for tax and year end.
Stage payments or all afterwards
Stage invoices during preparation spread the risk and cover subcontractor purchases. Invoicing everything afterwards is simpler for the organiser, but you pre-finance a great deal. The software handles stages per phase and offsets them in the final invoice, so nothing is invoiced twice. The offset is visible on the final invoice.
Changes now or in the final invoice
Invoicing a change straight away, such as an extra production office, keeps each invoice small but produces many separate invoices. Bundling everything into the final invoice is clearer, provided each change is recorded with approval. The software handles both; approval is the basis either way.
Subcontractors with margin or net
Recharging with a margin covers your coordination and risk but makes the invoice more expensive than if the organiser had contracted directly. Recharging net with a separate coordination fee is more transparent. Whatever you choose, record it in the quote and apply it consistently. Organisers mainly value knowing in advance.
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Read the storyWhat we set up for your invoicing.
Per phase the invoice brings together quote, production days worked, handovers and approved changes from the start, with subcontractor invoices at the right facility and your payment link and reminders in place. Before going live we walk through a festival that stayed within budget together, and one where an extra build day and two changes were added. An overview of differences for the organiser and stage invoices per phase can be switched on whenever you want.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we know which changes were approved?
Every change requested through the quote or portal has a status and an approval with name and date. The software only treats approved changes as rechargeable. Changes without approval are listed separately, so you decide consciously what happens to them.
What if a subcontractor invoices late?
That item stays open on the draft invoice. You can send the final invoice with a reservation for that item, or wait. The software shows which purchase invoices are still missing, so you know what you are waiting for and the organiser is not kept waiting on the rest.
Can we invoice per phase?
Yes. Each phase can get its own invoice, for example preparation after the schedule is released and build after handover. The invoice contains only that phase's items. Invoicing then matches how the organiser divided their budget.
Is the invoice sent automatically?
No. The software prepares the invoice, someone on your side checks it and sends it with a payment link. In festival production, with its many changes, that moment of review matters, because the items that raise questions later sit exactly there. Only the reminders after that go out by themselves.
Add-ons for your industry.
What often connects to this.
- Quotation software for festival production teamsQuotation software for festival production teams that sets out production days, crew and facility resources in one proposal, with the assumptions about site and schedule visible.
- Digital job cards for festival production teamsDigital job cards for festival production teams that bring the released production schedule to the crew zone by zone and report progress, deviations and handovers back.
- Website for festival production teamsA website for festival production teams that describes production services and facilities clearly enough for an organiser to see which part of the production they can hand over and what stays 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 festival production teams: production days, changes and facilities per phase in an invoice with a payment link and reminders.
- Gather the basis per phase
- Review differences per item
- Send the invoice