Get a general overview of vendor billing in Vantage, or learn how vendors create invoices for their jobs. |
Creating an invoice
Vendors can either start a draft invoice on the Invoices page and add events after, or just pick the events they need on the Events page and add them to an invoice in bulk.
From the Invoices page
Go to the Invoices page and click Add new invoice.
In the Invoice drawer, you can add the Client info, set the Due date, and add events to the invoice.
A newly created invoice is titled Draft by default, but you can rename it anytime.
You can only add events to an invoice if they’re "Completed", belong to the same client, and that client is a Vantage user.
From the Events page
Go to the Events page, bulk-select the events you need, and click Add to Invoice.
Adding invoice details
In the invoice, you can fill in:
Event amount — the actual amount your vendor is charging for this event.
Extras — any extra expenses during the job (e.g., rentals or travel).
If necessary, you can also upload documents and leave comments on the invoice.
Once you fill in everything you need for the invoice, you can send it for review.
The invoice approver from the client side will be notified about the invoice you submitted, and you’ll receive a notification when the invoice status changes. |
Frequently Asked Questions
Can I add multiple events to one invoice?
Can I add multiple events to one invoice?
Yes, you can. Just make sure the events you add are in “Completed” status, belong to the same client, and that client is a Vantage user.
Why can’t I add certain events to an invoice?
Why can’t I add certain events to an invoice?
You can only add events to an invoice when they are in “Completed” status, belong to the same client, and that client is a Vantage user.
Also, make sure the event isn’t already added to another invoice (the only exception is if that invoice was rejected).
Which information can I edit on the invoice?
Which information can I edit on the invoice?
You can edit the Event and Extras fields only if the invoice is in the “Draft” or “Change Required” statuses.
Why can’t I edit the invoice?
Why can’t I edit the invoice?
Once you send an invoice, it becomes locked to prevent changes during the review. Invoices in the “Rejected” status unlock, so you can edit them again.
My invoice shows “Changes Required.” How do I resubmit it?
My invoice shows “Changes Required.” How do I resubmit it?
Go to the Invoices page > open the invoice > switch to the Comments tab to see the reason for the required change. Make the updates, then click Send to review to resubmit the invoice.
Why can’t I see rejected invoices?
Why can’t I see rejected invoices?
Rejected invoices are hidden from the Invoices page. To see them, filter your invoices by the "Rejected" status.
Can I upload supporting documents to the invoice?
Can I upload supporting documents to the invoice?
Yes. Go to the Invoices page > open the invoice > switch to the Docs tab and upload your files. You can add documents when the invoice is in “Draft” or “Changes Required” status.
Why can’t I delete an invoice?
Why can’t I delete an invoice?
You can delete an invoice only when it’s in “Draft” status, meaning it hasn’t been sent for review yet.