Creating a single invoice from an Event Folder
Hello, everyone. I'm wondering if there is a way to create a single invoice from all of the Quotes in an Event Folder? We're finding the Event Folder to be the easiest way to organize our warehouse staff, but Accounting and the clients want a single invoice for the job. Is this possible?
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Official comment
Hey everyone,
We have a customer request in our records for this functionality that our Product team is considering.
In the meantime, most of our customers that use Event Folders will create a Child Element of an Invoice for the EV and use Misc lines that say something like "Refer to Quote XX-XXXX for details" for the customer to refer to an itemized list.
Nick Nazario - Customer Success Manager
Comment actions -
Hey Darren Sussman
There's not an easy way to do this in Flex at this time. You could do copying and pasting, but that's obviously not ideal. An alternative solution is to do a custom report (PDF) that presents information from the Quotes or Invoices within an Event Folder and presents it as if it is a single invoice. I've done this for clients in the past. Let me know if you would like to pursue the reporting strategy, and we can come up with something specific to your needs.
Aaron Horn
Flex Consultant (endorsed by Flex)
aaronjhorn@gmail.com -
Aristides Lopez, send a support ticket to support@flexrentalsolutions.com. That is the best way to get help with technical issues and errors.
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I have posted about this a few times over the last few years. Never heard anything back from Flex, just people trying to sell custom reports.
I'll add my bump here since this is a major feature i'm surprised that is not been added yet that most other softwares offer. We need to do a lot of extra work to bill our larger show, especially government bids that have tons of requirements for how billing is done.
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Replying to Nick, that is pretty-much what I do now, but it would be awesome if there was a simple feature addition to make this happen automatically and link back to the associated quotes.
Also, though this can be resolved with workflow edits, these currently leaves the quotes kinda at a dead end with both payment status' and workflow status since the natural next step is to run the invoice workflow. We would also need to manually add payments to both elements.
What i'm getting at really is that the workaround should just become an automated feature, with everything from payments to status' sync up. We are in the midst of planning a shakeup of our workflows and the name of the game us is to have our account reps be able to follow an easy standard path and not need to do any custom work for most jobs.
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Hi Maxwell Blubaugh,
This still is not possible within Flex. I don't know whether it's moved forward as a new feature or if it's still in the "nice ideas" bucket.
As mentioned above, this problem can currently be solved with custom reporting. Our Smart Invoicing report solution is designed exactly for this. We often pair it with a workflow update, allowing all invoices for an event folder to be generated with a single click at the folder level. Reach out to hello@squarewave.com.au if you'd like more information, we're happy to help with this and many other similar issues.
Best,
Bigs
Square Wave - Endorsed Flex Consultant
www.squarewave.com.au -
I 100% agree with Sander. We have been looking at another Software "Rentman" that offers more detailed CRM features, and they allow you to create a project with "sub orders" so you can break a project down as much as you want, and to the client it still shows as one "project". Honestly its a bit weird that for how much Flex costs, the answer on these forms is always to pay for an outside company to do workarounds for features most other softwares offer as part of their core system.
I am working on a project now in Flex, a large convention with 3 large stages of audio/video/lighting and about 20 breakout rooms, and its a nightmare. I have 5 quotes, and the breakout quote is touching Flex's maximum line count. Invoicing this project (client wants to pay 50% of project down and 50% after of total project) basically requires me to go outside of the workflows and write some custom invoices that wont link equipment and so wont track ROI on gear.
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We solved this problem by creating an integration for our own use to get invoices exactly the way we want them. I don't think the integration will be useful for many other users, as it was created for an accounting software used mostly in northern Europe.
It would be great if there was a way to see what new features are planned and what issues and features Flex intends to improve in the future. This would help us focus on solving the problems that Flex does not plan to fix.
Rentman has many good features, and so does Flex. However, Rentman seems to listen to its customers better by adding the features they need, so these do not have to be solved with separate integrations or custom reports.
We have created several integrations for different functions where we believe Flex does not support our workflow adequately. These include, for example: inventory availability views, invoicing, reporting, RFID & scanning, woocommerce, etc.
I think the event folder and element structure in Flex is a really good solution, but the idea has been left unfinished. Projects should be able to be monitored and managed through Flex so that invoicing and quoting would be clear and easy.
For example, the 'Elements' view on the right side would be really good if it could provide more information about the elements, be filterable, or at least searchable. We have on average over 10 quotes per project, so the element tree grows so large that it becomes very difficult to use. I have sent several messages to Flex about this, but I have no information on whether there will ever be an improvement.
It's unfortunate because if these small issues were fixed, the program would surely be the best solution for many users.
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