Financial Documents: Quotes, Invoices & Delivery Notes
Create, edit, send, and manage the status of quotes, invoices, and delivery notes directly within an event.
Financial documents let you create and send quotes, invoices, delivery notes, and credit notes directly from within an event. All documents share the same editor; type-specific fields and status actions adjust automatically based on the document type.
Where are documents found?
Financial documents are grouped under the Documents tab inside an event. Quotes, invoices, delivery notes, and credit notes all appear together in a card view. A workspace-wide overview of all open documents is available in the main menu under Financial Documents.
To create a new document inside an event:
- Open the event and switch to the Documents tab.
- Click the New dropdown button.
- Select the desired type: New Quote, New Invoice, New Delivery Note, or New Credit Note.
- The editor opens immediately.
Filling in the header
The header section is identical for all document types. Fields are saved automatically when you leave them.
| Field | Description |
|---|---|
| Document Name | Internal title, e.g. "Quote – Müller Wedding" |
| Client | Contact from your contact list |
| Date | Date of issue |
| Clerk | Team member responsible for the document |
| Service Period Start / Service Period End | Period of service rendered, shown on the PDF |
| Valid for (Days) | Expiry period for quotes |
| Send Reminders | Days before the due date on which a reminder is sent automatically (e.g. 1, 3, 7, 14, 30 days in advance) |
For invoices, an additional Invoice Fields section appears with Cash Discount Days, Cash Discount Percent, Reverse Charge, and Due Date. For delivery notes, a Delivery section appears with the Delivery Date field.
Editing line items
Below the header you will find the line-item editor. Each item contains:
- Title (required)
- Description (optional, collapsible)
- Category (required)
- Unit 1, 2, 3 for multi-level quantity entries
- Purchase Price (€) for contribution margin calculation
- Sales Price (€) (net), Discount (%), VAT (%)
Clicking Add from Template opens the Select Template dialog. There you can search saved line-item templates and add them with a single click on Add. Use Manage Templates to edit existing templates, or Create Template to create new ones.
If bookings exist that have not yet been captured in a document, the Unrecorded Bookings section appears automatically. Add individual items with Add, or include all of them at once with Add All.
Totals and PDF settings
At the bottom of the editor the totals panel shows:
- Subtotal (Net), Discount, VAT, Total
- Cost (Net) and Contribution Margin (Net) as internal figures
The Internal Notes field lets you record notes for your team. These do not appear on the PDF.
Under PDF Settings you control the behaviour of the generated PDF:
- "Total" column shows net prices
- Combine items and show total price only
- Show VAT column
- Allow page break within a table row
- Repeat table header on each new page
- Show product images
- Sort tables by delivery notes
Sending a document and managing status
Once the document is ready, three buttons are available at the bottom:
- Cancel exits the editor.
- Save as Draft saves the document with the status "Draft" and exits the editor.
- Save and Send renders the PDF, sends it to the client by email, and changes the status to "Sent".
After sending, the Status Actions section appears. Which actions are available depends on the document type and its current status:
| Document type | Status | Available actions |
|---|---|---|
| Quote | Sent | Accept, Reject, Cancel |
| Quote | Accepted | Cancel |
| Invoice | Sent | Mark as Paid, Mark as Overdue, Cancel |
| Delivery Note | Sent | Mark as Signed |
Destructive actions such as Cancel require confirmation.
Frequently asked questions
Where can I see all open invoices across the workspace? Under Financial Documents in the main menu you will find a list of all current documents across all events, including KPI tiles for outstanding amounts, overdue invoices, and invoices paid in the current month.
What is the difference between a layout and a template? A layout determines the visual design of the PDF (colours, margins, DOCX template file). A line-item template contains reusable rows that you insert into a document with a single click. Both are configured independently of each other.
How does the reminder function work? In the Send Reminders field you activate chips for predefined intervals (1, 3, 7, 14, or 30 days in advance) or enter a custom value. Univents automatically sends a reminder email to the stored client contact.