Learn how vendors send you invoices and how you can manage them on your side. |
Overview
Vendor Billing is designed to streamline how you and your vendors manage financial handoffs for the completed jobs. It helps print and sign shops keep billing consistent, accurate, and free from mistakes or missed vendor payments.
Vendor billing introduces a two-sided workflow:
Sending an invoice (vendor’s view) – vendors can create, edit, and send you invoices linked to their completed events.
Receiving an invoice (your view) – you can review vendor invoices, provide feedback, and accept or reject them.
You and your vendors work with invoices in your own dedicated workspaces, but everything stays fully synced at all times. |
You can see your invoices either on the Invoices page or inside the event drawer (Events page > click the event).
Invoice details
Here’s the information you and your vendors can see in the invoice, along with who can fill in each detail:
Field | Description | Edited by |
PO number | Purchase Order number your accounting team created for this job. |
You |
PO amount | The budget your company approved to pay for the job. |
You |
Event amount | The actual amount your vendor is charging for this event. |
Vendor |
Extras | Any extra expenses during the job (e.g., rentals or travel) |
Vendor |
The invoice uses the currency set in your company settings, which is also applied to the vendor.
Let us know if you want to add more fields to your invoices. They’ll show only for your team, not for vendors.
If necessary, you and your vendors can also upload documents and leave comments on the invoice.
Invoice flow
Here are the steps of the invoicing process and the statuses you’ll see along the way:
Invoice status | Description |
Draft | A newly created invoice by the vendor. |
In Review | The vendor has submitted the invoice, and it is awaiting your review. |
Change Required | The invoice was sent back to the vendor with comments to update. |
Accepted | The invoice is finalized and locked from editing or deleting. |
Rejected | The invoice wasn’t accepted and can't be edited. |
You can choose whether the Event owner or a Custom role should approve the invoice and receive notifications about status changes.
Download invoice as PDF
After you mark a vendor’s invoice as accepted, both you and the vendor can download it as a PDF.
Companies can choose A4 or Letter as their default in Company Settings.
Frequently Asked Questions
Who can use the Vendor Billing feature?
Who can use the Vendor Billing feature?
Vendor Billing has two sides: Sending an invoice (vendor side) and Receiving an invoice (your side).
On your side, both Admin and Standard users can use the feature, although their permissions may differ depending on their role.
On the vendor side, all Admin and Standard users in the vendor’s workspace can use the feature, and they all have the same permissions there.
Where can I see the invoice details?
Where can I see the invoice details?
You can see your invoices either on the Invoices page or inside the event drawer (Events page > click the event).
What currency is used for the invoice?
What currency is used for the invoice?
The invoice uses the currency set in your company settings, which is applied to the vendor too.
How can I download an invoice?
How can I download an invoice?
You can download an invoice as a PDF when it’s in the Accepted status (Invoices page > click the invoice > three dots in the top-right > Download as PDF).