Events and rental: Invoicing software for set builders
Invoicing software for set builders that brings delivered set pieces, approved changes, stage payments and extra work per project into an invoice that matches the quote and approvals.
Where invoices stall for set builders.
A set project is rarely invoiced in one go. Set builders work with a deposit on commission, a stage payment when the workshop starts and a final payment after delivery, plus extra work from design changes. Those changes get agreed verbally, by email or in a group chat. At the final invoice the project manager has to dig back through which changes were approved, what they cost and whether the producer signed them off. Extra work then gets invoiced too low or too late, or an argument follows because the producer does not remember agreeing to that extra staircase.
Invoicing software for set builders
Example- 1
Collect stages and changes
DoneFor each project the agreed stage payments from the quote and the changes from the quote versions and approvals are already in the software.
- 2
Review the differences
In progressThe project manager sees per project what the quote said would be invoiced and what actually changed: approved changes, extra work without approval, or elements that were dropped.
- 3
Send the invoice
NextThe approved invoice goes to the producer with a payment link, and stage payments, changes and extra work as recognisable lines referring to design version and approval.
From finished work to paid invoice.
Collect stages and changes
For each project the agreed stage payments from the quote and the changes from the quote versions and approvals are already in the software. Each change shows who approved it and when. Elements that have been delivered come from the job cards, so the final payment matches what was actually built.
Review the differences
The project manager sees per project what the quote said would be invoiced and what actually changed: approved changes, extra work without approval, or elements that were dropped. For each line they decide whether to invoice it, put it to the client first or offset it.
Send the invoice
The approved invoice goes to the producer with a payment link, and stage payments, changes and extra work as recognisable lines referring to design version and approval. Earlier payments are offset. Reminders go out automatically and you see per stage whether it has been paid.
Invoicing from the same software.
Set builders now often invoice from their own list of stage payments and extra work kept next to the quote. In the invoicing software the stages and changes from the quotes, approvals from the client portal and deliveries from the job cards are already together. The project manager remains responsible for deciding which changes are invoiced. Nobody has to retype amounts, and your bookkeeper can look along or receive an export.
Stages by date or by milestone
Stage payments on fixed dates are predictable for the producer but drift out of step when the project moves. Payments tied to milestones, such as workshop start or delivery, follow progress but are less predictable. The software handles both and shows when a milestone has been reached.
Extra work now or at the end
Invoicing extra work as soon as it is approved keeps cash flow healthy and avoids a surprisingly large final invoice. Bundling it into the final invoice is tidier for the producer but leaves money outstanding for longer. Many set builders invoice major changes straight away and minor ones with the final payment, agreeing per client what counts as major.
Credit dropped elements or not
Sometimes an element is dropped after a design change when hours have already gone into it. Crediting it in full feels fair to the producer but ignores work already done. The software shows how many hours had already gone into a dropped element, so the project manager can suggest a reasonable credit.
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Read the storyWhat we set up for your invoicing.
For every set project the stage payments, approved changes and delivered elements are ready to invoice from the start, with earlier payments offset and your payment link and reminders in place. Together we take a project that ran to quote through it, and a theatre set carrying three changes, one of which has no written approval. Milestone based stages and interim invoices for extra work are switched on when you want to use them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we avoid arguments about extra work?
By recording every change with the design version, the extra cost and the producer's approval, with name and date. On the invoice, that information sits beside the line. A producer asking where an amount comes from sees the approval straight away instead of a trawl through old emails.
What if there is extra work without approval?
The software flags that line. The project manager can still put the extra work to the producer, with the reason and photos from the job card. Only after approval does the line go on the invoice, so nothing is billed that the producer has not agreed to.
Can stage payments follow milestones in the schedule?
Yes. A stage payment can hang on a milestone such as workshop start or delivery at the venue. Once the milestone is reached, the payment shows as ready to invoice. The project manager checks it and sends the invoice with a payment link.
Can our bookkeeper look along?
Yes. Your bookkeeper can view invoices, payments and tax in the software, or receive an export for the year end. Numbering, layout and payment terms are recorded at the start. Reminders go out automatically, so the project manager only has to follow up the exceptions.
Add-ons for your industry.
What often connects to this.
- Quotation software for set buildersQuotation software for set builders that prices build hours per trade, materials, transport and installation, with the design version and assumptions behind the price visible in the proposal.
- Digital job cards for set buildersDigital job cards for set builders that record, per element, the released construction drawing, materials and hours, so the workshop never builds from an outdated version.
- Website for set buildersA website for set builders that shows which kinds of sets, materials and finishes you produce, so designers and producers know what work they can bring to your workshop.
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 set builders: set pieces, changes and stage payments per project in an invoice with a payment link, reminders and approval history.
- Collect stages and changes
- Review the differences
- Send the invoice