Being an event planner requires attention to detail; you're in charge of the decorations, entertainment, food, and everything else that falls into your lap. Save time from doing administrative tasks with Skynova's editable invoice templates. In this article, we'll discuss why you should be sending invoices and show you how to create one.

Why Should You Send Invoices?

You should send invoices because they provide you and your clients with a record of sale. Invoices represent that you fulfilled your part of the transaction, and now it's your client's obligation to pay you for your services. There are more benefits to sending an invoice, such as:

  • It helps you get paid on time
  • It allows you to track unpaid invoices
  • It serves as a payment reminder for your clients
  • It helps record your income for tax purposes

You can create event planning invoice templates from Google Docs or Google Sheets, but why spend time doing that when you can use Skynova's invoice templates to make printable, professional invoices in minutes? Skynova has all the elements you need to send accurate and detailed invoices to your clients. Read on for an easy step-by-step process of how to customize your invoice template.

Want to customize your invoice?
Delete row Item Description Unit Price Quantity Amount
Delete Line
Delete Line
Balance Due 0.00

How to Create an Event Planner Invoice

Creating a personalized event planner invoice is easy using Skynova's invoice templates. To start, go to the invoice templates page and follow the steps below.

1. Input Your Business Details

In the template, add the name of your event planning business. Make sure to include your address, phone number, and email address in the space provided. Next, click on the "Show Customization Options" and check the "Logo" box to upload a photo of your company logo in the invoice.

If you're a new business, create a logo for your company and start using it on every communication you send out, whether it's an email, invoice, or information package. This practice is not only professional; it will also make it seem like you've been in the industry for a long time.

2. Input Your Client's Details

Add your client's name, email address, phone number, and physical address to the invoice. Double-check that you have the correct contact information. Some clients may discard the invoice if the name or other information is not right.

3. Use a Unique Invoice Number

Add a unique invoice number in the space provided. Always include an invoice number for ease of tracking. When your clients make a payment, you can refer to this number to verify the amount and services paid. Skynova's invoice template also provides automatic invoice numbering. You can choose to use the automated numbers for a structured invoicing system.

If you're billing for corporate events, your clients may send you a purchase order (P.O.), which is a job order to process payment. Click on the "Show Customization Options," then "P.O. #," and it will allow you to add the number you received from your client.

4. Enter the Dates

Add the invoice date and the payment due date. For the invoice date, enter the date when you sent the invoice. Make sure you send the invoice right away.

The due date on your invoice will depend on what you've agreed upon with your client. Input the same day as the invoice date if you want it paid immediately upon receipt. If you decide on payment terms, input the date accordingly. For example, NET 7 or NET 15 payment terms give your client seven or 15 days from the invoice date to settle their account.

5. Add Your Services and Prices

Enter the cost of your event planning services. The template allows you to add as many line items in your invoice to accommodate any other charges to be billed to the client. For a clear, detailed, and accurate invoice, include an itemized list of these charges, along with descriptions and prices for each. This saves you from having to clarify every item in case your client has questions.

Examples of charges include:

  • Down payment you provided for food catering
  • Down payment for necessary accommodations for attendees
  • Transportation expenses to find an event site
  • Mailing expenses for sending invitations to attendees
  • Materials and supplies for decorations or graphic design

Specify Discounts

If you're giving a client a discount, make sure your invoice reflects it. Discounts are a great way to entice clients to book with you or just to make them feel good. You could offer discounts for referrals or to repeat clients.

To add a discount in the template, click the arrow in the "Item" row to show the drop-down menu. When you select "Discount," it will be added as a line item. From there, you can simply enter the dollar amount of the discount and it will be automatically deducted from the subtotal.

Make sure all line items, pricing, and hourly rates, if applicable, are correctly entered. Double-check the total amount due and include sales tax, if applicable. Once your invoice is saved, you can add sales tax to the total price of your services. Click the "Show Customization Options" and check the "Sales Tax" box to include it in your invoice.

Add a Note

You can use the "Notes" section of the free invoice template to provide more information about the line items you've entered above. You can also use it to highlight the discount you've provided or remind your client of the payment terms. If your party planning invoice does not need any explanation, you can use the "Notes" section to thank your client for their business. It adds another layer of personalization and it's also a great way to make your clients feel special.

Invoicing Tips and Best Practices

If you're like most small business owners, you're probably operating your event planning company by yourself. You need an effective invoicing system to save time from managing how you're getting paid. You should also be following these best invoicing practices.

Send Your Invoices Promptly

Send your invoices as soon as the event is wrapped up. When you send your invoices promptly, you can also expect prompt payment. However, your clients are busy and late invoices can be buried in the shuffle of everyday life or business. If your clients receive your invoice days or weeks later, it can cause confusion and delay your payments.

Send Clear and Complete Invoices

Your invoices should be clear, detailed, and accurate. Add descriptions for every line item and include as much detail as possible to ensure that your client knows what they're being billed for. Before you send your invoice, double-check to see that the rates and other charges are correct.

For corporate clients, make sure you have a purchase order (P.O.), a job order, or any supporting documents to process payment. Make sure you follow their payment procedure and send all documents and receipts together and at the same time. This ensures less back and forth between you and their accounting department. It also ensures that you get paid faster.

Set Clear Payment Terms

It's good practice to include the payment terms on your invoices. It clears up confusion and it serves as a reminder. Also, for corporate clients, the person you arranged the terms with may not be the same person processing the payment. Aside from your payment terms, you may also want to include your policy for late fees as part of the invoice.

Get Paid Faster With Skynova's Free Event Planner Invoice Template

Whether you specialize in wedding planning, event management, or party planning, having detailed, printable invoices for your business helps you stay organized and get paid faster. With Skynova's invoicing product, you can create personalized invoices that can be easily downloaded as PDFs, printed, or sent through email. Billing your clients will only take minutes.

Your invoices are automatically saved to your account, tagged, and sorted. In addition, all invoices are searchable, so you can always go back to look something up. You also have unlimited storage, which allows you to create as many invoices as you need.

If you're looking to make your bookkeeping easier, try Skynova's accounting software for small businesses. Simply upload receipts and invoices, and Skynova's software records your income and expenses. You can also create financial reports like income statements and balance sheets any time you need them.

Notice to the Reader

The content within this article is meant to be used as general guidelines and may not apply to your specific situation. Always consult with a professional accountant to ensure that you're meeting accounting standards.

Additional Industry Invoice Templates