Invoice Generation and Management in BookLive #

Summary #

Invoices in BookLive allow you to request payment from clients for performances. Unlike contracts, invoices are payment-specific documents that show what the client owes, when payment is due, and how they can pay. This guide covers creating invoices, sending them to clients, managing payment terms, customizing invoice settings, and automating reminders.

---

What Are Invoices in BookLive? #

Invoice vs Contract #

Common Confusion:

Feature | Contract | Invoice | |—|—|—| | Purpose | Legal agreement | Payment request | | Contains | Terms, services, signatures | Amount due, payment methods | | Signed by | Both parties | Not signed | | When used | Before performance booked | After contract signed | | Main goal | Bind both parties legally | Collect payment

The Relationship:

Contract Signed → Performance Booked → Invoice Sent → Payment Collected

How Invoices Work in BookLive #

Invoice Components:

1. Performance Details

– Event name
– Date and time
– Venue/location
– Client information

1. Payment Information

– Total amount due
– Deposit paid (if any)
– Balance remaining
– Due date

1. Payment Options

– Credit/debit cards (Stripe)
– ACH bank transfer
– Check
– Cash

1. Contact Information

– Your group name
– Phone number (optional/custom)
– Address (optional/custom)
– Website (BookLive or custom)

Public Invoice Link:

https://booklive.com/payments/{unique-uuid}

Clients click link → View invoice → Pay online (if Stripe enabled)

---

When to Send Invoices #

Typical Scenarios #

1. After Contract Signed

• Most common timing
• Contract establishes booking
• Invoice requests payment
• Usually for deposit first

2. For Balance Due

• Initial deposit already paid
• Balance due date approaching
• Send reminder with invoice link
• Typically 1-2 weeks before performance

3. After Performance (Final Invoice)

• All services rendered
• Account for any changes/additions
• Include tips/gratuities if applicable
• Request final payment

4. For Services Without Contract

• Casual/informal gigs
• Ongoing relationships
• Quick payments needed
• Less formal arrangements

Best Timing Practices #

Deposit Invoice:

• Send within 24 hours of contract signing
• Give client 3-7 days to pay
• Set deposit due date before balance_due

Balance Invoice:

• Send 2-4 weeks before performance
• Due date: 1-2 weeks before performance
• Automatic reminders help (3 days before)

Final Invoice:

• Send within 48 hours after performance
• Due date: 7-14 days after service
• Follow up if unpaid after due date

—

Step 1: Setting Up Invoice Information #

Before sending your first invoice, configure your performance payment details.

Navigate to Performance #

1. Go to Dashboard or Performances
2. Find the performance
3. Click to open Performance Details
4. Go to Payments or Financials tab

Set Payment Amounts #

Fields to Complete:

1. Total Performance Fee

Standard Payment: $______

• Total amount for the performance
• Should match contract amount
• Stored in cents (multiply by 100 internally)

2. Deposit Amount

Deposit Required: $______

• Upfront payment amount
• Typically 50% of total
• Can be any amount or $0
• Must be ≤ total fee

3. Balance Due Date

Balance Due: MM/DD/YYYY

• When remaining payment is due
• Typically 1-2 weeks before performance
• Used for automatic reminders
• Can be before or after performance date

Example:

Total Performance Fee: $1,500
Deposit Amount: $750 (50%)
Balance Due Date: June 1, 2025
Performance Date: June 15, 2025

Calculation:

• Deposit: $750
• Balance: $850 ($1,500 – $750)
• Due: 2 weeks before performance

Set Accepted Payment Methods #

Check which payment methods you’ll accept:

☑ Credit/Debit Cards

• Processed via Stripe
• Requires Stripe Connect setup
• Client pays 3% + $0.30 processing fee
• Instant processing

☑ ACH Bank Transfer

• Also processed via Stripe
• Requires Stripe Connect setup
• Client pays 0.9% (max $5.50) processing fee
• 3-5 day clearing time

☑ Check

• Manual payment method
• Client mails physical check
• You record payment when received
• No processing fees

☑ Cash

• Manual payment method
• In-person payment
• You record payment when received
• No processing fees

💡 Tip: Enable all methods to give clients maximum flexibility. Most prefer card payments for convenience.

Save Invoice Settings #

After configuring:

1. Click Save or Update
2. Invoice information now set for this performance
3. Ready to send to client

—

Step 2: Sending an Invoice to Client #

Method 1: Send from Performance Page #

Steps:

1. Open performance details
2. Navigate to Payments or Invoice section
3. Click “Send Invoice to Client”
4. Optional: Check “CC me on the email” to receive a copy
5. Click Send or Confirm

What Happens:

• Email sent to client immediately
• Subject: “Invoice for [Your Group Name]”
• From: info@booklive.com
• Reply-To: Your email address
• Contains link to invoice
• You receive confirmation (if CC checked)

Method 2: Send Invoice Link Manually #

Get Invoice Link:

1. Open performance
2. Find invoice section
3. Copy invoice URL: https://booklive.com/payments/{uuid}
4. Send via your own email, text, or message

When to Use:

• Want to include personal message
• Sending via text/SMS
• Combining with other communications
• Client prefers specific communication method

Example Email:

Hi [Client Name],
Great talking with you! Here's the invoice for your wedding on June 15.
Invoice Link: https://booklive.com/payments/abc123xyz
The deposit of $750 is due by May 1. You can pay securely online
with a credit card or bank transfer.
Let me know if you have any questions!
Best,
[Your Name]
[Group Name]

What Client Receives #

Email Content:

Subject: Invoice for The Jazz Quartet
Hi Sarah,
John Smith just sent you an invoice for The Jazz Quartet.
[View and Pay Invoice Button]
Sincerely,
The BookLive Team
Powered by BookLive

Simple and Professional:

• Clean design
• Clear call-to-action
• Branded with your group name
• Links to secure payment page

—

Step 3: What the Client Sees #

Invoice Page Layout #

When client clicks link, they see:

Header:

• Your group name
• Group photo/logo (if set)
• Performance title
• Event date and time
• Venue/location

Payment Summary:

┌────────────────────────────────┐
│ INVOICE                        │
├────────────────────────────────┤
│ Total Amount:        $1,500.00 │
│ Deposit Paid:          $750.00 │
│ ───────────────────────────────│
│ Balance Due:           $750.00 │
│                                │
│ Due Date: June 1, 2025         │
└────────────────────────────────┘

Payment Methods:

If Stripe Connect enabled:

☑ Pay with Credit Card
☑ Pay with Bank Account (ACH)

If only manual payments:

☐ Pay by Check (mail to: [address])
☐ Pay by Cash (in person)

Contact Information:

• Phone: [Your phone or custom]
• Address: [Your address or custom]
• Website: [BookLive profile or custom]

Payment History:

• Shows previous payments if any
• Helps client track what they’ve paid
• Displays payment dates and amounts

Mobile-Friendly #

Invoice page works perfectly on:

• Desktop computers
• Tablets
• Smartphones
• All modern browsers

Clients can view and pay from anywhere!

---

Step 4: Client Makes Payment #

Online Payment (Stripe) #

If client pays via card or ACH:

1. Client clicks “Pay Now”
2. Stripe checkout opens

– Secure payment form
– Client enters card or bank details
– BookLive processes payment

1. Payment confirmed

– Client sees success message
– Receipt emailed automatically
– You’re notified of payment

1. Payment recorded

– Shows in performance payments
– Balance updated automatically
– Status changes to “Paid” when full

Processing Time:

• Cards: Immediate (instant confirmation)
• ACH: 3-5 business days to clear

Processing Fees:

• Cards: 3% + $0.30 (client pays)
• ACH: 0.9% max $5.50 (client pays)

💡 Note: With Stripe Connect, funds go directly to your account minus BookLive commission (if applicable). Artists get full performance fee.

Manual Payment (Check/Cash) #

If client pays manually:

1. Client pays via check or cash

– Mails check to your address
– Or pays cash in person
– Uses their own payment method

1. You receive payment

– Check arrives and clears
– Or cash received

1. You record payment in BookLive

– Go to performance → Payments
– Click “Add Payment”
– Enter amount, date, method
– Save

1. Invoice updated

– Balance reduced by payment amount
– Payment history shows manual entry
– Client can view updated invoice

💡 Tip: Always record manual payments promptly so your records stay accurate.

---

Managing Multiple Invoices #

Deposit + Balance Scenario #

Common Pattern:

Invoice #1: Deposit

Total: $1,500
Deposit Due: $750
Due Date: May 1, 2025
Purpose: Secure booking

After deposit paid:

Invoice #2: Balance

Total: $1,500
Already Paid: $750
Balance Due: $750
Due Date: June 1, 2025
Purpose: Final payment before performance

How It Works:

• Same invoice link for both
• Invoice updates automatically as payments received
• Client always sees current balance
• You don’t create separate invoices

Invoice Automatically Shows:

• Total amount
• All payments received (with dates)
• Remaining balance
• Next due date

Payment Tracking #

In Performance Dashboard:

Performance: Sarah's Wedding
Total: $1,500
Status: Partially Paid
Payments Received:
May 1: $750 (Deposit) - Credit Card
[Awaiting] $750 (Balance) - Due June 1
Balance Remaining: $750

At a Glance:

• See which performances are fully paid
• Which have outstanding balances
• When payments are due
• Follow up on overdue invoices

—

Automatic Invoice Reminders #

How Reminders Work #

BookLive automatically sends reminder emails 3 days before balance_due date.

Criteria:

• Performance has balance_due date set
• Balance_due is exactly 3 days from today
• Contract has been signed by client
• Performance not canceled/postponed
• Client has outstanding balance

Reminder Email:

Subject: Invoice Due in 3 Days
Hi [Client Name],
This is a friendly reminder that your balance for [Event] is due in 3 days.
Amount Due: $750
Due Date: June 1, 2025
[View and Pay Invoice Button]
Thank you!

Sent To: Client’s email
CC: Your email (group leader)
When: 10:00 AM on the day 3 days before due date

Example Timeline:

May 15: Balance_due set to June 1
May 29: Automatic reminder sent (3 days before)
June 1: Balance due date

Disabling Reminders #

Per Client:

If client doesn’t want system emails:

1. Go to client profile
2. Enable “Disable System Emails”
3. Save

Automatic invoice reminders will be skipped for this client.

💡 Use Case: Clients who prefer you contact them directly, or who find automated emails annoying.

Manual Reminders #

When to Send Manual Reminder:

• More than 3 days before due date
• Custom message needed
• Personal touch desired
• Automatic reminder didn’t go through

How to Send:

Option 1: Re-send invoice via BookLive

• Click “Send Invoice” again
• Fresh email sent with link
• Quick and easy

Option 2: Send personal email

Hi [Client],
Just a friendly reminder that the balance of $750 for your wedding
is due on June 1.
Here's your invoice link: [paste link]
Let me know if you have any questions about payment!
Best,
[Your Name]

Option 3: Call or text

• Most personal
• Can address concerns immediately
• Builds relationship

—

Customizing Invoice Settings #

Group-Level Invoice Settings #

Configure how your invoices display to clients.

Navigate to Settings:

1. Go to your Group page
2. Click Settings or Preferences
3. Find Invoice Settings section

Contact Information #

1. Address Display

Show Address on Invoices: ☑ Yes / ☐ No

Custom Address (Optional):

[Leave blank to use your group's main address]
Or enter custom address:
123 Music Lane
Denver, CO 80202

Use Case: Studio address vs. mailing address, or PO Box for privacy.

2. Phone Number Display

Show Phone on Invoices: ☑ Yes / ☐ No

Custom Phone (Optional):

[Leave blank to use your main phone]
Or enter custom phone:
(303) 555-1234

Use Case: Business line vs. personal cell, or dedicated client service number.

3. Website Display

Show Website on Invoices: ☑ Yes / ☐ No

Website Type:

• ☑ BookLive Profile → https://booklive.com/groups/your-group
• ☐ Custom Website → Enter your domain

Custom Website (if selected):

https://www.yourband.com

Use Case: Drive traffic to your main website vs. BookLive profile.

Invoice Branding #

What Clients See:

With Default Settings:

The Jazz Quartet
Phone: (303) 555-1234
Address: 123 Main St, Denver, CO 80202
Website: booklive.com/groups/jazz-quartet

With Custom Settings:

The Jazz Quartet
Phone: (303) 555-JAZZ (custom business line)
[No address shown]
Website: www.jazzquartet.com

💡 Tip: Professional appearance builds trust. Ensure all displayed information is current and accurate.

---

Invoice Status Tracking #

Invoice Statuses #

Unpaid:

Status: Unpaid
Balance Due: $1,500
Due Date: June 1, 2025

• No payments received yet
• Full amount outstanding
• Track carefully

Partially Paid:

Status: Partially Paid
Total: $1,500
Paid: $750
Balance: $750
Due Date: June 1, 2025

• Deposit or partial payment received
• Balance remains
• Send reminder if due date approaching

Paid in Full:

Status: Paid
Total: $1,500
Paid: $1,500
Balance: $0

• All payments received
• No action needed
• Performance ready to go

Overdue:

Status: OVERDUE
Balance: $750
Due Date: May 15, 2025 (16 days ago)

• Balance_due date passed
• Payment not received
• Follow up needed

Monitoring Invoice Status #

Dashboard View:

Performances
├─ Sarah's Wedding (June 15)
│  └─ Status: Partially Paid ($750 of $1,500)
├─ Corporate Event (June 20)
│  └─ Status: Paid in Full ✅
├─ Private Party (June 25)
│  └─ Status: Unpaid ($1,200 due May 25)
└─ Festival (July 1)
   └─ Status: OVERDUE ($500 due June 1)

Quick Filtering:

• View all unpaid invoices
• See overdue balances
• Track deposit collection
• Monitor cash flow

—

Handling Common Invoice Scenarios #

Scenario 1: Client Says They Already Paid #

Steps to Verify:

1. Check BookLive payments

– Go to performance → Payments tab
– Look for payment on their claimed date
– Verify amount and method

1. Check your bank/Stripe

– Log into Stripe dashboard
– Search for client name or amount
– Look at transaction dates

1. Common Issues:

– Payment pending (ACH takes 3-5 days)
– Payment failed but client doesn’t know
– They paid someone else by mistake
– They’re confusing with another booking

1. Resolution:

– If found: Apologize, show it’s recorded
– If truly missing: Help them process payment again
– If pending: Explain timing, confirm when will clear

Communication:

Hi [Client],
Thank you for following up! Let me check on that payment.
[After checking...]
I see your payment is showing as pending and should clear
by [date]. Once it clears, the invoice will automatically
update. Thanks for your patience!

Scenario 2: Client Can’t Pay by Due Date #

Options to Offer:

1. Extension

Original Due: June 1
New Due: June 8

• Update balance_due date in BookLive
• Send confirmation to client
• New reminder will go out (if within 3 days)

2. Payment Plan

Balance: $750
Plan: $250 on June 1, $250 on June 8, $250 on June 15

• Record each payment as received
• Track manually
• Send reminders for each installment

3. Partial Payment

Balance: $750
Accepts: $500 now, $250 later

• Better than nothing
• Reduces risk
• Build trust with client

Communication:

Hi [Client],
I understand things come up! Let's work out a plan.
How about:
$500 by June 1
$250 by June 15 (performance date)
Does that work for you?

Scenario 3: Payment Failed #

Common Reasons:

• Card declined (insufficient funds, expired)
• ACH rejected (invalid account, insufficient funds)
• Technical error

What You See:

• Email notification: “Payment failed”
• Payment shows “Failed” status in BookLive
• Balance remains unpaid

What to Do:

1. Contact client promptly

Hi [Client],
We attempted to process your payment of $750, but it
was declined by your bank.
Could you please:
Verify your payment information
Try paying again via the invoice link
Or contact your bank if unsure why it declined
Invoice link: [link]
Let me know if you need any help!

1. Offer alternatives

– Try different card
– Use ACH instead
– Manual payment (check/cash)

1. Be empathetic

– Don’t assume non-payment
– Technical issues happen
– Work with client to resolve

Scenario 4: Overpayment #

Client paid $1,000 but only owes $750

Options:

1. Refund Overpayment

Paid: $1,000
Owed: $750
Refund: $250

• Process refund via Stripe (if paid online)
• Or write check for difference
• Client appreciates honesty

2. Apply to Future Booking

Overpayment: $250
Apply to: Next performance or event

• Credit on account
• Goodwill gesture
• Client may prefer this

3. Accept as Tip/Gratuity

Performance Fee: $750
Tip/Gratuity: $250
Total: $1,000

• Only if client intended
• Confirm with them first
• Say thank you!

Communication:

Hi [Client],
I noticed you paid $1,000 but the invoice was for $750.
Would you like me to:
Refund the $250 difference
Apply it as a credit toward your next booking
Keep it as a gratuity (if you intended that)
Let me know what works best!

Scenario 5: Multiple Performances, One Client #

Client has 3 bookings:

• Wedding Ceremony: $800
• Cocktail Hour: $600
• Reception: $1,500

Invoice Strategy:

Option A: Separate Invoices

• Each performance = separate invoice
• Client pays each individually
• Clear tracking per event
• Good for different dates/venues

Option B: Combined Invoice

• Create one performance for “Sarah’s Wedding Package”
• Total: $2,900
• One invoice, one payment
• Simpler for client

Recommendation: Separate invoices if performances are on different dates or could be booked independently. Combined if they’re a true package deal.

---

Best Practices #

Invoicing Workflow #

✅ DO:

1. Send Promptly

• Invoice within 24 hours of contract signing
• Don’t delay – strikes while iron is hot
• Clients expect quick follow-through

2. Clear Due Dates

• Always set specific due dates
• Not “whenever” or “before performance”
• Specific: “June 1, 2025”

3. Set Realistic Due Dates

Good: Deposit due 1-2 weeks after contract
Good: Balance due 1-2 weeks before performance
Bad: Both due same day
Bad: Due date after performance

4. Offer Multiple Payment Methods

• Credit cards (most popular)
• ACH bank transfer (lower fees)
• Check (backup)
• Cash (last resort)

5. Follow Up on Overdue

• 1 day late: Friendly reminder
• 3-5 days late: Phone call
• 1 week late: Firm follow-up
• 2 weeks late: Consider cancellation

6. Acknowledge Payments

Hi [Client],
Thanks for your payment of $750! Your deposit is all set.
Looking forward to your wedding on June 15!
Best,
[Your Name]

❌ DON’T:

1. Forget to Record Manual Payments

• Always log check/cash payments
• Update invoice balance
• Keep accurate records

2. Set Confusing Payment Terms

Bad: "$750 deposit, $750 later"
Good: "$750 deposit due May 1, $750 balance due June 1"

3. Ignore Failed Payments

• Follow up immediately
• Don’t assume client knows
• Help them resolve issue

4. Let Invoices Go Overdue Without Action

• Monitor due dates
• Send reminders before due
• Follow up if unpaid

5. Be Aggressive About Payment

• Professional, not pushy
• Empathetic to situations
• Firm but kind

Payment Collection Tips #

Make It Easy:

• Stripe Connect = one-click payment
• Mobile-friendly invoice page
• Multiple payment options

Communicate Clearly:

• What amount due
• When it’s due
• How to pay
• Who to contact with questions

Build Trust:

• Professional invoices
• Prompt responses
• Accurate records
• Transparent about fees

Stay Organized:

• Track all payments
• Note payment methods
• Document communication
• File receipts

—

Troubleshooting #

“Can’t Send Invoice – No Client Email” #

Problem: Performance has no client or client has no email

Solution:

1. Go to performance
2. Add/edit client
3. Enter valid email address
4. Save
5. Try sending invoice again

“Client Says Invoice Link Doesn’t Work” #

Possible Causes:

1. Link Broken in Email

• Email client mangled URL
• Copy/paste didn’t capture full link

Solution: Copy invoice link from BookLive, send directly

2. UUID Changed

• Performance was recreated
• Old link no longer valid

Solution: Send current invoice link from performance page

3. Browser Issues

• Ad blocker interfering
• Outdated browser

Solution: Try different browser or incognito mode

“Payment Processed But Not Showing” #

For Stripe Payments:

1. Payment Pending

• ACH takes 3-5 days to clear
• Shows as “Pending” not “Completed”
• Wait for clearing

2. Payment to Wrong Performance

• Client used old invoice link
• Paid wrong booking

Solution: Move payment to correct performance in admin

3. Webhook Delay

• Stripe webhook not processed yet
• Usually resolves within minutes

Solution: Wait 10-15 minutes, refresh page

For Manual Payments:

1. Forgot to Record

• Most common issue
• Easy fix

Solution: Add payment manually in BookLive

“Want to Void/Cancel Invoice” #

Steps:

1. Don’t send new invoice (it’s same link)
2. Contact client: “Please disregard previous invoice”
3. Update payment details in performance
4. Send new invoice link (same URL, updated amounts)

Note: Invoice link doesn’t change – it always shows current performance payment details.

---

Related Features #

Contracts #

• Set payment terms in contract
• Contract signed → send invoice
• Deposit amount carries to invoice

Related Article: 📄 Creating Your First Contract in BookLive

Stripe Connect #

• Required for online payments
• Direct deposits to your account
• Lower fees than PayPal/Venmo

Related Article: 📄 Setting Up Stripe Connect for Payouts

Payment Tracking #

• Record all payments
• Automated for Stripe
• Manual for check/cash

Related Article: 📄 Processing Client Payments

Performance Management #

• Invoice tied to specific performance
• One invoice per performance
• Updates automatically

Related Article: 📄 Managing Performance Details

---

Frequently Asked Questions #

❓ “Do I need a separate invoice for deposit and balance?” #

Answer: No! Use the same invoice link for both. The invoice page automatically updates to show:

• Total amount
• Payments received
• Balance remaining
• Next due date

One invoice, multiple payments – all tracked automatically.

❓ “Can I customize invoice templates?” #

Answer: Invoice layout is standardized, but you can customize:

• Contact information (phone, address, website)
• What information displays
• Whether to use custom values vs. group defaults

You cannot change the visual layout or add custom sections.

❓ “What if client wants a PDF invoice?” #

Answer: Clients can print the invoice page from their browser (Print → Save as PDF). The page is print-optimized and looks professional when printed.

You could also:

• Screenshot the invoice page
• Use a PDF generator tool
• Create custom invoice in Word/Excel (manual)

❓ “How do automatic reminders work?” #

Answer: BookLive sends automatic email reminders 3 days before the balance_due date you set. The email goes to the client (with you CC’d). Only sent if:

• Contract is signed
• Balance is outstanding
• Performance not canceled

You don’t need to do anything – it’s automatic!

❓ “Can I send invoice before contract is signed?” #

Answer: Yes! You can send invoices anytime. Some scenarios:

• Casual gigs without contracts
• Trust-based relationships
• Deposit before contract
• Ongoing clients

However, best practice is contract → invoice for legal protection.

❓ “What happens if client pays more than balance?” #

Answer: The overpayment is recorded. You can:

• Refund the difference
• Apply as credit to future booking
• Keep as tip/gratuity (with client permission)

Always confirm with client what they intended.

❓ “Can I have multiple invoices per performance?” #

Answer: No – each performance has one invoice (accessible via one URL). But the invoice tracks multiple payments:

• Deposit payment
• Balance payment
• Additional payments
• All show on same invoice page

❓ “How long is invoice link valid?” #

Answer: Forever! The invoice link remains active as long as the performance exists. No expiration date. Client can access anytime to:

• View payment history
• Make payments
• Check balance

—

Next Steps #

Now that you understand invoices:

✅ Set Up Payment Details

• Configure amounts for each performance
• Set due dates
• Choose payment methods accepted

✅ Customize Invoice Settings

• Add custom phone/address
• Choose website display
• Professional appearance

✅ Send Your First Invoice

• After contract signed
• Include personal message
• Monitor for payment

✅ Enable Automatic Reminders

• Set balance_due dates
• System sends reminders automatically
• Less manual follow-up

Related Articles:

• 💳 Setting Up Stripe Connect for Payouts
• 💰 Processing Client Payments via Stripe
• 📝 Creating Your First Contract in BookLive
• 📊 Tracking Payment History
• 💸 Understanding Processing Fees

—

Need Help? #

If you have questions or run into issues:

• 📧 Email: support@booklive.com
• 📞 Phone: 414-253-2504 (Mon-Fri, 9 AM – 5 PM MST)
• 💬 Live Chat: Click the chat icon in your dashboard

—

Was this article helpful? [👍 Yes] [👎 No]

---