Welcome to Invoices in Event Temple! This comprehensive guide covers how invoices function, how line items and stages work, and how to configure global settings such as business details, tax numbers, currency, bank details, and numbering.
1. Invoice Basics: Standard vs. Connected Invoices
Invoices in Event Temple can only be created within a Booking. Depending on your workflow, you can choose between two invoice types:
Feature | Standard Invoice | Connected Invoice |
Booking Sync | Independent from Booking/Event items. | Automatically syncs line items with the Booking. |
Line Item Behaviour | Changes only affect this specific invoice. | Updates on the invoice update the booking (and vice versa). |
Guestrooms | Can be added directly to the invoice. | Cannot be added. |
Finalization | Can be finalized (locked). | Cannot be finalized. |
Guest View | Appears as a standard invoice. | Appears identical to a standard invoice (no internal label shown). |
Note on Multi-Day Bookings: Invoice headers always display the Booking Start Date. If a booking spans multiple days, enable Serving Time on line items to indicate which specific day an item belongs to.
2. Understanding Invoice Stages
As an invoice moves through its lifecycle, its status and capabilities change:
Draft: Used while preparing the invoice. Adjust items, pricing, taxes, and discounts freely before sharing with guests.
Sent: Used when shared with the guest. Edits can still be made, but this stage allows separate reporting for active, sent invoices.
Finalize: Locks all revenue-related details (items, quantities, pricing). Once finalized, an invoice cannot be edited or deleted (only voided). Connected Invoices cannot be finalized.
Void: Cancels a Sent invoice that has no payments recorded. Draft invoices cannot be voided (they can simply be edited or deleted).
Automatic Void: If a Booking status changes to Lost, all unpaid Sent invoices automatically convert to Void.
3. Global Invoice Settings & Customization
Admin users can customize organization-wide branding, bank details, and tax information in Settings > Organization.
Business Name & Logo
Branding is automatically pulled from your Organization Settings.
Updates made to your business name or logo will apply to all newly created invoices moving forward.
Currency Settings
The Amount Due on invoices displays your organization's default currency symbol and 3-letter code.
To update your currency: Go to Settings > Organization > General Settings, navigate to the Language & Region section, click Edit, select your currency, and click Save.
Adding Bank Details & Default Terms
To display bank transfer instructions on all invoices:
Go to Settings > Invoice Settings (under Organization).
Scroll to the Invoice Terms section.
Type your banking details (e.g., Bank Name, Account Number, Routing/IBAN/SWIFT).
Click Save. These details will automatically render in the Terms section of your invoices.
4. Tax & VAT Numbers on Invoices
Tax information can originate from two different places depending on how you structure your billing:
Account-Specific Tax Numbers: If an Account record (e.g., a corporate client account) has a Tax Number populated, it automatically displays on invoices billed to that account. If blank, the field heading is omitted.
Organization Tax/VAT/HST Number Workarounds: If you need your own company's VAT/HST/Tax ID on every outgoing invoice, use one of the following methods:
Invoice Title (Recommended): Go to Settings > Invoice Settings and update the Invoice Title field to include your tax number (e.g.,
Invoice – HST #123456789). This displays directly under the main header.
Property Address: Add the tax ID into your property's address block (Settings > Property). Note: This will also appear anywhere the property address is used across documents.
5. Invoice Numbering & Prefixes
Default Behaviour: Invoices are assigned sequential numbers starting at
1with a system prefix set by your admin.
Custom Starting Numbers: Event Temple does not support setting a custom starting sequence (e.g., starting automatically at
#5000). Numbering always begins at1. If you require a higher starting number, you can create draft placeholder invoices or edit invoice numbers manually upon creation.Uniqueness: While unique numbers are recommended for accounting, the system allows duplicate invoice numbers if required by your workflow.