Invoicing for Event Staff & Resources

Raising invoices manually, especially for larger events, can take hours – time your team could spend on more productive tasks.

VTEvents automatically gathers all the details you need, such as hours worked, equipment used, and consumables provided – into a comprehensive invoice. For example, after a corporate event with 15 staff members, audio-visual equipment, and branded merchandise, all data is captured and included in the invoice. This ensures accuracy, reduces manual input, and helps your team get invoices out faster, speeding up payments.

Different clients often have unique pricing arrangements, and managing those manually can lead to errors in your invoices – at best, it’ll just start costing you your time to fix these up … at worst, you could loose quite a bit of money, or worse, some big clients.

With VTEvents, you can easily create custom rate cards for individual clients. If Client A has a special discount on labour, while Client B pays standard rates, VTEvents automatically applies these specific rates during invoicing. This builds trust by ensuring your invoices match the agreed-upon terms without any back-and-forth over billing discrepancies.

Complex events often require different roles, each with its own rate – such as general labourers, security staff, event medical, and team leaders. Managing these rates manually across multiple shifts can be a nightmare.

VTEvents allows you to assign different rates for each job role. For instance, if a festival requires labourers billed at $30/hour and team leaders at $50/hour, the system applies the correct rate to each staff member automatically. This eliminates last-minute recalculations, ensures accuracy, and keeps your client informed with clear, detailed invoices.

Managing multiple invoices – one for staff, another for resources, and yet another for consumables – can lead to confusion and delays in payment.

VTEvents consolidates all charges into one invoice with clear line-by-line breakdowns of applicable charges for each event. For example, if you staffed a wedding and also provided sound equipment and consumables, the client will receive one invoice with everything listed. This makes the billing process clear & straightforward and helps clients understand, with faster payments processing.

Manually copying invoices into accounting software is time-consuming and can introduce errors, creating more work for your finance team.

VTEvents integrates with Xero and MYOB, meaning that when an invoice needs to be created, it’s done directly in your accounting software. This reduces the need for manual data entry, ensures your financial records are always up to date, and minimizes the chance of mistakes.

The longer you wait to send invoices, the longer it takes to get paid. Delays in invoicing can also cause clients to forget the event details, leading to disputes over what was provided.

With VTEvents, you can create and send invoices as soon as the event wraps up. For example, if you finish staffing a weekend festival on Sunday, you can send the invoice Monday morning. This quick turnaround keeps cash flow steady and avoids unnecessary delays.