Invoicing
StageSwift makes invoicing effortless.
Create, send, and track invoices in minutes.
No accounting qualifications are required!
Creating invoices is as simple as filling in the blanks. Add your event income, merchandise sales, and any additional charges, then subtract deductions; all in one place.
Include purchase order numbers and custom descriptions so both you and your clients know exactly what's being billed. Set your payment terms and due date, and StageSwift automatically calculates when payment is expected.
Once you're ready, record when you've sent the invoice and you're done.
Everything is organized exactly how you need it, without the confusion of spreadsheets or complicated software.
Never chase a late payment again.
StageSwift shows you at a glance which invoices are overdue and by how many days, so you always know who to follow up with.
When payments come in, simply record the amount paid and the date, whether it's a partial payment or paid in full.
You can even handle complex arrangements like merchandise billing with venues, where payment terms might differ from your main event fee. Every invoice detail is stored in one organized place, giving you complete visibility of your income without the headache of manual tracking.
Integrations and AI
Invoices from StageSwift can be easily exported to Quickbooks, Xero or as CSV files that you can import into your accounting system. This saves time and reduces error, leaving you free to concentrate on the creative part of the work.
StageSwift's AI tool can help you to see what events were the most profitable so you can be strategic in your event planning going forward.
StageSwift generates visually professional invoices that are concise and easy to read. Your business name, client details, invoice number, date and payment terms are clearly displayed. You can itemise everything out making your charges completely transparent. Currency preferences are set in your organisation settings but can be overridden on an invoice by invoice basis. Taxes are also itemised out making it easy for clients to understand the total easily.
At StageSwift we understand that readability is important so we use a reasonable size dyslexic friendly font.
Invoicing Tips
Consistency, such as invoicing on a set schedule, helps set payment expectations and supports better cash flow management. Let new clients know your prefered payment methods, invoicing timeframes and payment terms so that everyone knows what to expect. If you expect part payment up front then make that clear before you start the job.
Send invoices promptly at your agreed payment milestones, be that before the event or on completion, or indeed a combination of milestones. Delays in invoicing lead to payment delays and that in turn has a bad impact on your cash flow.
StageSwift makes the due date clear on each invoice but our advice is to let clients know your expectations at the project planning stage.
If a payment is overdue, don't forget to follow up. Regularly review your outstanding invoices to see if any manual intervention is needed. Be consistent but polite through email reminders or phone calls. Automated systems can help track and send reminders, but it is always important to maintain a personal touch to keep that good client relationship.
Before working with a new client, it is a good idea to check their creditworthiness
Don't just take our word for it...
Vamos Theatre tours all over the world - from major theatres to care homes – and we can do this because our business is underpinned by StageSwift. Intuitive and easy to use, it’s enabled us to thrive, even during lockdown, and work effectively, flexibly and responsively at all times.
Importantly, StageSwift has been built by people who really understand arts companies and what we need.
It has exceeded all our expectations...
Rachael Savage Executive and Artistic director, Vamos Theatre (UK)
