Billing and Invoicing Overview

This article explains that Mazévo provides complete billing functionality that allows you to create one or more invoices for an event. The system also tracks payments and deposits.

Overview

The billing and invoicing features of Mazévo allow you to create one or more invoices for an event. The system can also track payments and deposits.

Setting up Invoicing and Billing

Before generating invoices in Mazévo, billing administrators should set up three items to facilitate a quick and easy billing process.  

1. Pricing plans

First, you'll want to set up one or more pricing plans. Pricing plans enable you to set prices for rooms and resources. For example, if you charge different prices for the same room or resource based on the type of user or event, you'll need to set up one pricing plan for each unique price that will be charged.

2. Sales taxes and service charges (optional)

Next, if you charge a sales tax or a service charge on rooms or resources, you'll need to configure Mazévo to calculate the tax or service charge on the appropriate items. 

3. Invoicing departments

The next step is the creation of one or more invoicing departments. Invoicing departments are used to separate the invoicing process based on buildings and service providers. For example, if you send out one invoice for catering charges and another invoice for room charges and AV charges, you'll need to create two invoice department records.

Creating Invoices

Once the items above are defined, you can start creating invoices for your events. Creating invoices is a quick and easy process. All that's required to locate the events that should be invoiced is selecting a date range to invoice and an invoicing department.

The date range and invoicing department determine which charges will be included on the invoice. Mazévo automatically eliminates event details that have been previously invoiced or fall outside the date range.  

After Mazévo collects the event and event details that you could invoice, the system displays the results by event, allowing you to review each preliminary invoice. If the invoice data looks correct, you generate the invoice and email it to your customer.

When reviewing the invoices about to be created, you can create a special report called the Billing Worksheet, a preview of the invoices.  You can create both the Billing Worksheet and Invoices in a 'batch' mode by selecting one or more invoice records to be processed.

Deposits and Payments

Deposits are payments made in advance of the creation of an invoice. They are automatically applied to new invoices on an event-by-event basis. 

Payments can be optionally applied to invoices to reduce the amount due.  

You can use the Find Invoices function to locate invoicing and payment data for reporting purposes.