Getting Started - Create and Send Invoices

Keeping your contacts and events organized in Sous makes it easy to create, manage, and send invoices. Each invoice is tied to a specific contact and event, and you can manage them from a couple places in Sous. 

• Creating an Invoice
• Adding Items and Payment Details
• Managing Policies
• Sending to Clients
• Send Your Invoice
• Client Tip and Payment
• Manual Payment Recording

Creating an Invoice

You can create a new invoice from an Event Details page or open an existing one from your Invoice list.

From an Event Details page:

1. Open the event you want to create an invoice for by visiting your Events page.

2. Click Create Invoice (if no invoice exists) or Manage Invoice (if one already exists).

Opening an existing invoice:

1. In the left-side menu, click Invoices.

2. Click on an existing invoice from your list to manage it.

You’ll be directed to the Invoice Details page.

Adding Items and Payment Details

The Invoice Details page is split into two sections:

• Left side: Enter invoice items, adjust quantities, update prices, and add discounts.
  

• Right side: A dynamic preview updates in real time as you make changes.
  

Managing Policies

Invoices in Sous can be tied to your business policies to standardize deposit percentages, final payment due dates, and language.

1. On the Invoice Details page, locate the Manage Policy button in the top right.
   

2. To the left of the button is a dropdown where you can select an existing policy from Business Center > Policies.

3. Select the policy you want to use, then click Manage Policy.
   

4. A slideout will appear where you can:

   • Update the policy name

   • Change the deposit percentage

   • Adjust when the final payment is due

   • Edit the language of the policy

Once saved, the policy will apply to the invoice, keeping your terms consistent across all clients.

Sending to Clients

When your invoice is ready, click the Payment Details button at the bottom. This will switch the left side of the page to display payment options:

• Deposit Payment – if you’re requesting a partial payment.

• Final Payment – for the remaining balance.

If requesting a tip, check the Request Tip box. Tip options include: 15%, 18%, 20%, 30%, no tip, or a custom amount.

Send Your Invoice

1. Select the contact’s name to send the invoice to.

2. At the bottom, you’ll see three options: Download, Save, and Save & Send.
   
   

3. Click Save & Send to open an email composer with a pre-made template. You can personalize this message before sending.
   
   

4. The email includes:

   • A Pay Now button for your client to pay online.

   • A PDF attachment of the invoice.

Client Tip and Payment

Once you click Save & Send, your client will receive an email with the invoice attached as a PDF. The email also includes a Pay Now button that allows them to pay online immediately.

When your client clicks Pay Now, they are taken directly to the payment page, which includes:

Tip Screen (if you requested a tip for the final payment) with the following options:

• 15% - Good

• 18% - Great

• 20% - Wow!

• 30% - World-Class

• NO TIP

• CUSTOM

Payment Gateway to complete their payment using the amount you specified.

Clients do not select Deposit or Final Payment—that is determined by the invoice you sent. They also cannot edit or review invoice details on the payment page; they simply pay the amount you set.

Once the payment is completed, it will be recorded in Sous, and the invoice status updates automatically, allowing you to track which invoices are paid, partially paid, or pending. 

Manage Invoice Payments

Sous gives you control over tracking payments for each invoice.

Automatic Payment via Client

When you click Save & Send, your client receives an email with the invoice PDF and a Pay Now button. They can complete the payment online, including an optional tip (if requested). Tip options include: 15%, 18%, 20%, 30%, NO TIP, or a CUSTOM.

Once paid, the invoice status updates automatically in Sous.

Manual Payment Recording

Sometimes your client may pay outside of the online system (e.g., cash, check, or another processor). Sous allows you to record payments manually:

1. On the Invoice Details page, click the ellipsis (⋮) in the top right corner, next to the Manage Policy button and select Record Payment.

2. In the slideout that appears, you can enter:

   • Payment Type: Deposit or Final Payment

   • Amount Paid

   • Paid On Date

3. Click Save to record the payment.

This ensures your invoice records stay accurate even if payments happen outside the online gateway.