Invoicing – user manual

What is it?

The Invoicing module lets you create and manage invoices for your band. You can:

• Create an invoice from scratch and add line items
• Create an invoice from a gig (using the gig’s financial details)
• Download any invoice as a PDF
• Send an invoice by email to a relation
• Store payment instructions and bank details (IBAN, BIC/SWIFT) that appear on the PDF

Invoices stay in the app; the PDF is generated when you download or send it.

First steps

1. Band context – Make sure you have a band selected (band switcher in the header).
2. Settings – Open Invoicing in the menu, then Settings. Enter:
   • Payment instructions – Text that appears under the totals on the PDF (e.g. “Please pay within 14 days.”).
   • IBAN – Your bank account (international format).
   • BIC/SWIFT – For international payments.
   • Account holder – Name on the account.
   • Optionally set default email subject and message for when you send invoices. You can use placeholders: {invoice_number}, {band_name}, {relation_name}, {total}.
3. Create an invoice – Click New invoice, choose a relation (if you use the Relations module), set date and due date, add items and VAT, then save.

Creating an invoice from a gig

If you use the Gigs module and have entered financial details on a gig:

1. Open the gig and scroll to the Financial card.
2. Click Create invoice. You are taken to the new-invoice form with the gig’s relation and financial lines prefilled.
3. Adjust if needed and save. The new invoice is linked to that gig.

Sending an invoice by email

1. Open the invoice and click Send by email.
2. If SMTP is not set for your band, you’ll see a message and a link to Band settings → Preferences to configure it.
3. When SMTP is configured, you see the send form: To (relation’s email), Subject, and Message. Edit the subject and message if you like (they are prefilled from Settings).
4. Click Send. The invoice PDF is attached and the invoice status becomes “Sent”.

Statuses

• Open – Draft; you can still edit or delete.
• Sent – Sent by email (or marked manually).
• Paid – Mark as paid via Mark as paid on the invoice view.
• Overdue – Due date has passed and the invoice is not paid (shown automatically in the list).

Permissions

• Can view invoices – See the list, open invoices, download PDF.
• Can edit and create invoices – Create, edit, delete, send, and change status.

FAQ

Where does the band logo on the PDF come from?
From the band photo in Band settings → Profile. If you don’t set one, no logo is shown.

Can I create an invoice without a relation?
Yes. Leave “Relation” empty. You can still download the PDF; you just can’t use “Send by email” (that needs a relation with an email address).

Why can’t I send by email?
Configure SMTP in Band settings → Preferences (host, user, password, from address). The send page will show a link there if SMTP is missing.