Quotes
A quote is a priced proposal sent before the contract. Add line items (quantity, unit price, discount, tax rate), send it, and when the client agrees mark it accepted. An accepted quote can be turned into an invoice. Quotes carry the event's number.
Invoices
On an event's Financials tab, Create invoice from charges builds a whole-event invoice from the same numbers as the contract:
- one line per room rental and per service,
- one line per fee (service charge, damage waiver…),
- tax carried on each line using your category tax rules — so a tax-exempt account gets none.
You can also add or remove lines by hand while the invoice is a draft.
Invoice status: draft → sent → partial → paid. An invoice becomes overdue when a payment is past due, and can be voided.
Payment dues (the schedule)
When the contract is signed, the lifecycle's payment schedule becomes a list of payment dues: a label ("Deposit", "Remaining balance"), an amount and a due date.
Dues aren't marked paid one by one. Instead VenueDB takes all succeeded payments on the event and applies them to the dues in due-date order, so the earliest due is covered first. A due shows as paid, partial or unpaid from that.
This means you never have to match a payment to a specific due — just record what the client paid.
Recording a payment
On the invoice, Record payment and enter:
- the amount (it formats as
$1,000.00as you type), - the method — cash, check, external card, external ACH or other,
- an optional reference (check number) and notes.
The invoice's paid amount and status update immediately. Payments are permanent records: to correct a mistake, a Manager voids the payment or issues a refund.
Paying online
Clients can pay from the client portal. Card and bank payments go through your connected payment account (set up by the owner in Settings → Integrations) and appear on the event automatically.
Moving an event through stages
Some lifecycle stages prompt you to record a payment as the event moves forward (for example when it becomes Definite). You can enter the amount and method right there.
Tips
- If a client is paying in installments you didn't schedule, just record each payment — the dues recalculate by themselves.
- Changing an event's date or total recalculates unpaid dues; amounts already covered by payments stay put.