Invoicing an event

Invoicing an Event in CaterCloud

CaterCloud lets you create and send invoices directly from an event record, covering deposits, balances, and full payments. This article is for caterers who need to bill clients after confirming event details.

Before You Create an Invoice

Make sure your event's financial details are up to date. Inside the event record, scroll to the Financials section and confirm the following fields reflect what you're charging:

• Estimated Revenue — your initial quote total
• Confirmed — the locked-in amount the client has agreed to
• Projected Profit — optional, for your own records

Update any field by clicking it, entering the value, and clicking away to save. These figures carry through to your invoice.

Creating the Invoice

1. Open the event by navigating to Events and selecting the event from your list.
2. Within the event record, locate the billing or invoicing option (look for an Invoice button or the Financials panel actions).
3. Choose whether you're raising a deposit invoice or a balance invoice:

• Deposit — enter a partial amount due before the event
• Balance — the remaining amount after a deposit has been paid
• Full payment — the full confirmed amount in a single invoice

1. Review the invoice details, including line items, due date, and client contact.
2. Click Send to email the invoice directly to the client, or Save to keep it as a draft.

Sending a Payment Link

If your account has payment links enabled, you can include a direct pay link in the invoice email so clients can pay online without calling or emailing back.

Xero Sync

If your CaterCloud account is connected to Xero, invoices can be pushed to Xero automatically. Check your billing settings to confirm sync is active before sending.

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💡 Tip: Keep your Confirmed revenue figure updated before invoicing — it's the most reliable source for getting invoice amounts right the first time.