Mazévo Connect sessions are live online gatherings featuring valuable insights from Mazévo customers or our team members. Recently, Jane Malaby, accounting manager at the University of Iowa Memorial Union, and Dani Gavaza, facility use administrator at Tigard-Tualatin School District in Oregon, led a session titled Tracking Event Income: How We Manage Billing & Invoicing with Mazévo. The presentation covers how they track income and perform billing and invoicing with Mazévo at their respective organizations.
Making Invoicing Easier for the Hawkeyes
As Jane explains, the student union uses Mazévo to reserve both rooms and outdoor spaces, and the campus catering department also uses the system to bill for services they provide. Users process invoices weekly—approximately 100 total per month—collecting roughly $2 million in revenue annually.
Jane shares her screen and walks through the invoicing process. This starts with generating invoice “previews” using the billing worksheet and sending the information to event services and catering staff members for review.
Following any needed adjustments, and before producing the invoices, she creates what they call their “accounting package.” It’s the basis for making general ledger entries and is used along with Mazévo revenue analytics and deposit reports.
Her description of the union’s approach to billing and invoicing is enlightening—including that it’s easy to share information from Mazévo with coworkers who handle different parts of the process. Jane also notes a couple of areas where preparing for her presentation gave her ideas on how to improve their process!
Streamlining the Management of 17 Portland-Area School Buildings
Dani and her colleagues use Mazévo to manage a wide variety of spaces, including auditoriums, fields, and community spaces. Like many organizations, Tigard-Tualatin School District has seen a decline in event volumes since the start of the COVID-19 pandemic. However, the goal of managing those events and their financial details as efficiently and accurately as possible hasn’t changed.
Dani shares that her invoicing process is much different than Jane’s. For starters, the district bills monthly rather than weekly since they host a smaller number of events, and the process takes approximately an hour.
Because there are fewer events, Dani doesn’t send previews. Instead, she reviews the invoices herself. If there’s anything unusual, she opens the reservation and investigates the discrepancy. Dani gives the example of someone accidentally applying the wrong pricing plan to an event and demonstrates that updating the information is easy.
When she’s reviewed and approved all the invoices, Dani clicks Generate And Send to have Mazévo distribute them to the appropriate recipients, which can include primary, secondary, and billing contacts. People watching Dani’s presentation were impressed that she confidently sent out an actual batch of invoices during the event!
Soon after, payments start coming in, and Dani’s coworker processes them. Information is also provided to the district’s business office, where certain actions are performed, including accepting credit card payments.
Dani encourages new Mazévo users to carefully review invoices before sending them out, as that can save you lots of time later! She also shows instructions the system automatically sends with each invoice, explaining how to submit payments online or where to send checks—helpful information that makes it easier for recipients to pay their bills.
Many Thanks to Our Presenters and Session Attendees!
Events professionals tend to be very busy people, and that’s undoubtedly true of Jane and Dani. Yet they took the time to prepare and deliver their sections of this Mazévo Connect session, and we couldn’t be more grateful for their insights!
We also appreciate the great questions from the large group of engaged attendees.
If you have questions about Mazévo’s billing functions, we’re happy to answer them! Contact us to schedule a live demo tailored to your scheduling environment.
Watch the full session recording here:
