Calendar Booking Linking with Invoices

Your Calendar Bookings can now be linked with Invoices within Sonido to streamline client billing and provide quicker visual insights into which sessions on your Calendar are unpaid, partially paid, or paid in full. The key to viewing these visual insights is in linking your calendar events to an invoice, and Sonido helps to make this process easy.

LINKING AN INVOICE TO A CALENDAR BOOKING

Within a Calendar booking, you have the ability to link an Invoice. After creating a new Calendar booking and populating all details, you can select the "Save & Create Invoice" button to automate the process of populating a new Invoice - this in turn also links the booking to the new Invoice once saved. 

The Invoice automatically generates the relevant booking details for both the room and any team members assigned. For example, a booking was created as a 3-hour session in Studio C. In saving the booking and selecting "Save & Create Invoice", a line item was created for the "Staff Booking", which includes the booking date, time, room and the name of the assigned team member in the Description field; the Quantity field indicates the total hours in the session, and the Price field populates with the User's Rate - all of this calculating to the total Amount field. If you have multiple users assigned to a booking, there will be one line item for each user in the Invoice.
(If the Price field displays as 0, your assigned User likely doesn't have a rate assigned. This can be updated in Users section for each user in your account.)

Additionally, a line item was created for the "Room Booking", which includes the booking date, time, and room in the Description field; the Quantity field indicates the total hours in the session, and the Price field populates with the Room Rate - all of this calculating to the total Amount field.
(If the Price field displays as 0, your Room likely doesn't have a rate assigned. This can be updated in Settings -> Room Management for each room.)

You can modify this information before saving the invoice, if necessary. Once you save the invoice, the Calendar will have the appropriate information to connect the Invoice and the Calendar booking, and an Invoice Status icon will display on the Calendar Event block.

CALENDAR INVOICE STATUS ICONS

In the Sonido Calendar, bookings with a linked invoice will display with one of three icons, depending on the current status of the invoice that is connected. Hovering over these icons will show the current invoice status (Unpaid, Partial Payment or Paid in Full) and what the remaining balance for the invoice is. The following icons include: 

UNPAID: The icon will display black with a white currency symbol. Hovering over this icon will show the invoice status as "Unpaid", and the "Balance" will display the full balance due for the invoice. 

 PARTIAL PAYMENT: The icon will display gray with a white currency symbol. Hovering over this icon will show the invoice status as "Partial Payment", and the "Balance" will display the remaining balance due for the invoice. 

 PAID IN FULL: The icon will display gray with a white currency symbol and a green circle with a white checkmark. Hovering over this icon will show the invoice status as "Paid in Full". In this case, there is no remaining balance due, so there will be no indication of a balance.

LINKING A CALENDAR BOOKING FROM AN INVOICE

Previously, we walked through the process of linking an Invoice from the Calendar booking creation dialog. You can also link a Calendar booking to an Invoice from the Invoice itself. 

When creating or editing an Invoice, you will find a field titled "Linked Booking". This field displays a list of Calendar bookings. To link the Calendar booking to your invoice, simply locate the Calendar booking in the list and select it. You may begin typing to search for the appropriate date or name of the Project. Once you save your Invoice, the link will be in place. 

Note: It is not required to link a Calendar booking to an Invoice. You can save Invoices without a calendar booking connected.

QUICK ACCESS TO INVOICES FROM THE CALENDAR

From the Calendar, you can quickly and easily access an Invoice by selecting a linked Calendar booking (one with the Invoice Status icon displayed). At the top-right of the booking dialog that displays, you will see a blue link to the Invoice that has been linked. By selecting this link, the Invoice will open in your view. 

COLLECTING PAYMENT FOR OPEN INVOICES

One common question that comes up is how you can collect payment for balances due. With the Invoice Status icons displaying on Calendar bookings, you have easy access to see which bookings have a balance due, and which are paid in full. 

If you have a session that requires payment (balance due), it will be indicated by the Invoices Status icon. During your session, you can open the Calendar booking and select the Invoice link at the top of the view, then select "Add Payment" from the invoice view and open the appropriate payment gateway option to collect payment from your client on the spot. It's quick and easy.