Prospero now includes built-in billing tools to help you streamline how you create offers and invoices for bookings. With customizable pricing tiers and customer-facing rates on locations, items, and roles, it’s easier than ever to manage quotes, charge appropriately, and communicate costs clearly.
🛠️ Setting Up Price Tiers
Price Tiers let you set different rates for each resource for various types of clients, such as “Standard,” “Educational,” or “Non-Profit.”
To create Price Tiers, go to Settings > Rentals. Under Price Tiers, add the tiers your organization uses (e.g., Standard, Non-Profit, Artist Rate). Click save to make these tiers editable on reservable resources.
💡 You can edit or remove tiers at any time. Each tier will be available in your pricing menus on reservable resources across the app. The first tier listed will serve as the default price used to generate offers and invoices if a tier is not specified**?
🏷️ Adding Pricing to Locations, Items, and Roles
Once tiers are created, you can assign prices for each tier in the resource editor pages. Rates can be set per hour, per item, or according to a custom unit. You can also add tax rates or overtime rates
To add pricing to a resource, go to the appropriate resource tab (Locations, Items, Consumables, or Roles). Select a resource and click Edit. Under Prices, add a price for each tier, or set the same price for all tiers to set a flat rate.
Each price you set will automatically populate in the offer and invoice generator when the item is added to a booking for a client under the specified tier. These prices can be easily manually overridden when editing the generated document.
❗️If there is no price set for a specific resource in the price tier selected for an invoice, there will not be a cost generated for that resource.
📄 Generating Offers and Invoices
When a new booking is submitted, Prospero will immediately generate a customizable potential offer and invoice based on the requested resources.
Click Offers or Invoices in the side bar. This will show all the available versions of offers and invoices generated for events. Click on an an offer or invoice to edit. At the beginning of the invoice builder, select the locale, currency, billing address, offter/invoice template, and cover, canvas, and final page files. The defaults for all these general settings can be saved in your account settings.
In the Customer section, add customer information or add a saved customer to instantly fill in the fields.
In the Details section, give a deadline for payment and set it as dynamic or fixed. Add custom fields and customize a memo and footer to display additional information on the document.
Line Items are fully customizable and generated using the Price Tier selected from the dropdown menu. All rates in the booking (locations, items, roles) will reflect the selected tier's pricing. Items can be grouped by customizable categories such as resource type or day (for multi-day bookings). Use the ... menu in a line item to move it to a different section. Sections and line items can be reordered using the drag handle on the right. Use the + in line items to add a discount or tax as a percent of the item's cost. Click Re-generate to apply changes to the document preview.
When you are satisfied with the document, click Save to create a version of the document in the booking's offer or invoice tab. If you would like to send the document, click Set Open or Active below the document preview. This will prompt you to send an email notification to the booker's email with an optional message.
Need help customizing your pricing setup? Reach out to our team via chat or support@prosperoapp.com.