Default Invoice
The default payment plan is 50% deposit and 50% balance due on site, however, this can be updated at any time. Click Create invoices and it will create the toe invoice drafts.
To change your invoice payment plan, click Load Payment Plan and select from the list.
Invoice with full amount (100%)
To create an invoice for the full amount, click 'Create Other' then 'Request all outstanding' in the top left.
Invoice with Any Amount
To create invoices with a specific percentage click 'Create Other' and add the percentage or amount in the "To Bill" Column. At the bottom left you will see the amount to invoice for.
If you are creating a deposit invoice, make sure to mark "Is Deposit". Any invoices marked 'Is Deposit' will be in the Deposit stage on your sales pipeline.
After creating the 'Deposit' invoice you can create the 'Balance' invoice by clicking 'Collect on site.' You can also add a message to the artist that they need to collect the amount.
If you need to replace the invoice template, click Edit and change the invoice template on the top right.
Sending your invoice
After you click Create Invoice in the Document Preview panel, click the invoice row to expose the delivery buttons.
Click Send to email it to your buyer.
Click Bill if you want the invoice recorded without an email going out.
Choose between Send and Bill deliberately — Bill marks the invoice as issued in your records but nobody receives anything. Invoices send one at a time; there's no bulk send, so if you want a single payment from a buyer, build one itemized invoice instead.
I don't see Preview Draft or Create Invoice anywhere
If these buttons simply aren't on the Payments tab for you, this is almost always about your user role rather than anything wrong with the booking. The Assistant role doesn't show Preview Draft or Create Invoice. The Agent role does.
Ask an admin on your Gigwell account to go to Settings → Team/Users.
Find your user in the list and check which role is assigned.
If it says Assistant, ask your admin to add the Agent role.
Refresh your browser.
Go back to the booking, open the Payments tab and then Invoices. Preview Draft and Create Invoice should now be there.
Role changes take effect after a refresh or a fresh login. If nobody on your account can change roles, start a chat from the messenger and tell us which user needs the Agent role. If your role already says Agent and the buttons are still missing, try a different browser or a private window before getting in touch.
Good to know
A draft has no invoice number, no issue date and nothing in the attachments panel until you click Create Invoice — that's expected, not a failure. Because numbers are only assigned at creation, drafts can be deleted freely without leaving gaps in your numbering.
Get your numbers right on the Terms tabs before you click Create Invoice — the guarantee and deposit percentage sit on Terms, extras sit on Terms → Artist Expenses, and withholdings sit on Terms → Offer → Withholdings Group.
Tax and withholding lock the moment the invoice is created, so set them beforehand.
If you have any questions or need additional help, please reach out to support@gigwell.com or use the chat widget on your screen.