Design and creative production: Invoicing software for restoration studios
Invoicing software for restoration studios that puts completed survey and treatment work from the object file on an invoice, with deviations from the estimate visible and explained.
Where invoices stall for restoration studios.
A restoration invoice has to match what was agreed, but the work rarely goes exactly to plan. An intervention estimated at ten hours takes fourteen because the varnish was more stubborn. Another was dropped because the owner changed their mind halfway. With an insurance claim, the invoice has to be split between the insurer and the owner. And an institution wants an invoice with its object number and a reference to its order. If the invoice is drawn up from memory or from the quote, the hours are wrong and the justification is missing. That leads to questions and late payments, especially from institutions with their own checks.
Invoicing software for restoration studios
Example- 1
Gather interventions and hours
DoneWhen an object is finished, the file shows which interventions were carried out, how many hours they took and which materials were used.
- 2
Review deviations from the estimate
In progressThe invoice shows per intervention the difference between estimate and actual.
- 3
Send with justification
NextThe approved invoice goes to the client with a payment link and an overview of completed interventions attached.
From finished work to paid invoice.
Gather interventions and hours
When an object is finished, the file shows which interventions were carried out, how many hours they took and which materials were used. Alongside sit the estimated amounts from the treatment plan and the approvals the owner gave, including answers to interim questions.
Review deviations from the estimate
The invoice shows per intervention the difference between estimate and actual. The conservator reviews each deviation: charge it within the agreed contingency, use an interim approval as justification, or absorb the difference. Dropped interventions disappear from the invoice, with a note explaining why.
Send with justification
The approved invoice goes to the client with a payment link and an overview of completed interventions attached. For an insurance claim, two invoices are created, one for the insurer and one for the owner. Reminders go out automatically and each invoice shows what has been paid.
Invoicing from the same software.
Studios often keep files, quotes and invoices in different places. Here estimate, approvals, completed interventions, hours and invoice live in the same software, so the justification comes from the file. Institutions that need a particular layout or reference on the invoice have it set as a fixed preference per client. The studio checks and sends each invoice itself and sees payment status per object. The bookkeeper looks along or receives an export with the tax overview.
Invoice at the end or in instalments
A short treatment is invoiced at the end. A treatment lasting months leaves the studio carrying a lot of work and material. Instalment invoices after agreed phases, such as after the survey and halfway through treatment, keep cash flow healthy. Record in the quote when each instalment falls due.
Pass on an overrun or absorb it
If an intervention takes longer than estimated, you can pass it on if the owner agreed to a contingency or an adjustment. Without approval, the obvious course is to absorb the difference yourself, or to consult first. Keeping track of how often it happens helps make future estimates more accurate.
Split invoice on claims or one invoice
With an insurance claim, the insurer often pays for repairing the damage, while the owner pays for interventions that were already needed. Two invoices make that clear, but require the estimate to be split that way from the start. One invoice to the owner, who settles with the insurer, is simpler for the studio.
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Read the storyWhat we set up for your invoicing.
At the start we record the invoice layout per institution, with object number and order reference, and the contingencies per type of intervention from your treatment proposals. Completed interventions, hours and materials then land on the invoice next to estimate and approvals, with an overview attached. Together we invoice an ordinary treatment within budget, and an insurance claim where one intervention took longer and the invoice has to be split. Instalment invoices are switched on for long treatments.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we send an instalment invoice after the survey?
Yes. Once the condition survey is complete, an invoice for the survey hours is ready. If the agreement is that these will be offset against the treatment later, that's taken into account automatically on the final invoice, so the client sees what has been paid.
How do we justify an overrun on the invoice?
The overview attached to the invoice shows the estimated and actual hours per intervention, with a reference to an interim approval where there is one. The client can see that the overrun was discussed, and why the work needed more time than planned.
Can we create invoices in an institution's format?
Yes. For each client you can set which reference, such as an object number or order number, and which layout the invoice needs. The invoice is then made in that format, so the institution can process it without having to come back with questions.
Are invoices sent to the client automatically?
No. The software prepares the invoice, and the studio checks and sends it. With sensitive objects and institutions that run their own checks, that matters even more, because every line has to match what was agreed. Reminders after sending do go out automatically.
What often connects to this.
- Quotation software for restoration studiosQuoting software for restoration studios that separates survey hours from the treatment plan, with an estimate per intervention, so the owner can choose and approve step by step.
- Digital job cards for restoration studiosDigital job cards for restoration studios in the form of an object file with condition report, treatment approval, interventions, materials and images, so every treatment is fully documented.
- Website for restoration studiosA website for restoration studios that explains disciplines, methods and the path from condition survey to treatment, so private owners, museums and insurers know what to expect.
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 restoration studios: survey and treatment from the object file on an invoice with a payment link, deviations explained.
- Gather interventions and hours
- Review deviations from the estimate
- Send with justification