Invoices

The purpose of invoices in Workshop Butler is twofold. First, we wanted to give an easy-to-use tool to track the financial performance of your training account. Second, many of you asked for automation of the invoicing process and the integration of Workshop Butler with various invoicing systems. The invoices are our answer to these requests. 

There are three types of invoices:

  • for licensed workshops (relevant to certification bodies only)
  • for trainer licenses (relevant to certification bodies only, not available at this time)
  • for workshop participation (relevant to training companies and trainers, not available at this time).

Depending on the type of your account, you may issue one type of invoices and receive others. However, you can see, analyse and manage them all in one place.

Invoice Lifecycle

The most important thing to understand about invoices is their lifecycle. You need to know what states each invoice passes to manage them effectively. While each type of invoice has its own specific rules, the states are the same, so let's dig into them.

Draft

When a new invoice is created, it's in a Draft state. It means that the platform expects it to change in the future. A good example of this state is an invoice for a newly created licensed workshop. A trainer may cancel the workshop, the trainer may change the number of hours/participants and the platform has to recalculate the invoice's amount. 

Review

Workshop Butler moves an invoice to Review state when it needs input from the user. For example, when a licensed workshop is over, the platform marks a related invoice to Waiting for review state, so a coordinator could take a look and update some properties. 

While an invoice is in Review state, Workshop Butler still can update its amount if some event occurs.

Final

By setting an invoice as Final, a user notifies the platform that the invoice cannot be changed. Probably, because it was already sent to a customer. Only a user can move an invoice to this state. Workshop Butler does not make any updates to finalised invoices.

Paid

This state is self-describing. When your customer pays an invoice, you can mark it as Paid in Workshop Butler. Similar to a finalised invoice, Workshop Butler cannot change a paid invoice. However, it can mark the invoice as Paid automatically in some cases. For example, when a free licensed workshop is completed, a related invoice is marked as Paid, not as Waiting for review.

Cancelled

Again, a self-describing state. For example, a workshop got cancelled, or an attendee cancelled his participation. 

For more information on each state, check articles about specific types of invoices.

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