Design and creative production: Invoicing software for model makers
Invoicing software for model makers that puts delivered models, changes after drawing revisions and extras such as transport from the project on an invoice with a payment link.
Where invoices stall for model makers.
For model makers the invoice often differs from the quote. A drawing revision halfway through meant new facades, the client decided they wanted lighting after all, or the model needed adjusting on site the evening before the jury. Those changes were agreed by email or phone and sometimes only verbally. Whoever draws up the invoice has to piece those agreements together. Extra work gets forgotten or only turns up weeks later on a separate invoice, after which the client asks why it was not mentioned sooner. Transport, on-site installation and later collection or storage of a model also slip out of view easily.
Invoicing software for model makers
Example- 1
Gather what was delivered
DoneAt delivery the software shows what was made under the accepted quote, which addenda were accepted and which changes were marked as extra work on the build cards.
- 2
Set differences side by side
In progressThe invoice shows the quote next to what was actually delivered.
- 3
Send with transport and storage
NextAfter review, the invoice goes to the client with a payment link and lines per component, extra work and extras such as transport and installation.
From finished work to paid invoice.
Gather what was delivered
At delivery the software shows what was made under the accepted quote, which addenda were accepted and which changes were marked as extra work on the build cards. Each change has a date, a reason and, where possible, a reference to the drawing revision that caused it.
Set differences side by side
The invoice shows the quote next to what was actually delivered. Dropped components, added extras and extra work from revisions are listed separately. The owner reviews each line and can waive a small change as a goodwill gesture, but deliberately and with a note rather than by forgetting.
Send with transport and storage
After review, the invoice goes to the client with a payment link and lines per component, extra work and extras such as transport and installation. Reminders go out automatically and payment status sits with the model. Agreed storage after delivery is ready as a recurring or later invoice.
Invoicing from the same software.
Model makers often calculate in a spreadsheet and invoice from a separate package. Here quote, addenda, build cards and invoice live in the same software, so the basis comes from the project. The owner is responsible for the invoice and sees per model what has been paid. Costs from outside parties, such as a display case maker or transport firm, are recorded with the project so they are not forgotten when recharging. The bookkeeper looks along or receives an export.
Deposit or everything on delivery
A deposit at order covers material costs and gives security with new clients. Everything on delivery is simpler and suits established relationships. For large models with a long build, an interim payment is common, for example once the terrain and surroundings are done. That is set per job in the quote.
Report extra work now or on the final invoice
Reporting extra work straight away, with a short confirmation from the client, avoids surprises on the final invoice. It does add a contact moment during a busy phase. Collecting everything for the final invoice is more efficient but leads to more disputes. A brief confirmation per drawing revision is a workable middle route.
Transport and installation separate or in the model price
Including transport and installation in the model price keeps the quote simple but hides that a model going to a distant venue costs more than one that is collected. Listing them separately makes that visible and lets the client choose. For later moves, such as to a second exhibition, a separate line makes re-invoicing easy.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
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Read the storyWhat we set up for your invoicing.
At the start your rules for deposit and interim payment are ready, along with the standard lines for transport and installation and the extra work flag on the build card. Delivered work, addenda and revision work per model thus land on the invoice, next to the quote. Together we invoice a model delivered exactly as quoted, and one that needed two revisions and an on-site adjustment. Storage invoices are switched on when a client agrees to them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow does the bookkeeper get to see the invoices?
The bookkeeper can look along at invoices, payment status and the tax overview, or receive a regular export to import. The invoice itself is made in the same software as the quote and the build cards, so nobody has to retype lines.
How do we make sure an on-site adjustment is not forgotten?
Whoever makes an adjustment on site records it on the build card with a photo and a short reason, afterwards if need be. That line is then ready for the invoice. The owner sees it and decides whether to recharge it.
Can we invoice storage of a model periodically?
Yes. If it was agreed at delivery that the model is stored for a fee, a recurring or later invoice is set up. When the client collects the model, you stop it. Storage does not quietly carry on for free.
What if the client disputes a line for extra work?
Every line refers to the drawing revision or agreement that caused it, with a date. You can show which drawing arrived after the quote and what had to be redone as a result. That keeps the conversation factual instead of relying on memory.
What often connects to this.
- Quotation software for model makersQuotation software for model makers that budgets model area, level of detail, surroundings and extras such as lighting and a display case separately, so a client sees what makes up the price.
- Digital job cards for model makersDigital job cards for model makers in the form of a build card per model component, holding the current drawing revision, scale, material choice and detail agreements together.
- Website for model makersA website for model makers that shows, for each model type, which scale, level of detail and finish is possible, so architects and developers send more focused enquiries.
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 model makers: delivered models, changes and extras from the project on an invoice, with a payment link and reminders.
- Gather what was delivered
- Set differences side by side
- Send with transport and storage