From the booking to a paid invoice
The booking already knows the room, the hours and the rate. The invoice takes it from there, with your hall's name, your bank details and a number of its own.
- Raised from the booking, priced from your rate card
- Emailed as a PDF, with a link the hirer can open on their phone
- Paid by card straight into your bank, and we take nothing
- Sent to whoever pays the bills, not always the person who booked
- Every payment recorded against it: card, transfer, cash or cheque
What a hall treasurer actually needs
Hall invoicing is not shop invoicing. Regular hirers, deposits, a committee account that needs two signatures, and a treasurer who does all of it in the evenings.
Monthly invoicing for regular hirers
Invoice a whole month of bookings at once. Each regular hirer gets one invoice listing every session, and you see how many are about to be made before anything is created.
Deposits, and getting them back
Ask for a deposit when a booking is confirmed, and record its return after the event, with any deduction and the reason written down.
Paying in instalments
Split a large booking, like a wedding, into payments on dates you set. The hirer sees what is due and when.
Reminders, or not
Automatic reminders before and after the due date, asking only for what is still owed. Or turn them off and send a reminder yourself when you choose.
Mistakes put right properly
Correct an unpaid invoice and send it again under the same number. Once money has been paid, a credit note records what you are not charging.
VAT, for halls that are registered
VAT on the rates that carry it, with the breakdown a VAT invoice needs. Halls that are not registered never see it.
Who owes what, without asking anybody
Unpaid and part-paid invoices sit together in one list, with what is still owed on each. Any hirer can be sent a statement of everything they owe across every invoice. The committee gets financial reports for its meetings, and on the Standard and Professional plans the invoices and payments export to a spreadsheet for your accountant or independent examiner.
Halls on the Professional plan go further: every payment the hall makes as well as takes, a budget, a cashflow forecast and management accounts for the committee, all fed by the same invoices. See everything Village Hall Hub does.
It starts with the booking
Invoices are only as good as the diary they come from. Hirers send their own booking requests from your public page, clashes are refused before they happen, and regular sessions go in once and repeat.
See how the village hall booking system works.
Questions treasurers ask
Can I invoice a hirer straight from their booking?
Yes. The booking already knows the room, the hours and the rate, so the invoice is built from it: the right lines, the right price, your hall's details and your bank details. Check it, press send, and the hirer gets a PDF and a link to view it online.
How do I invoice regular hirers once a month?
Choose Invoice a month of bookings, pick the month, and every hirer who used the hall gets one invoice listing each session, rather than one invoice per session. It tells you in plain English how many bookings and invoices it is about to make before it makes any, and they start as drafts so nothing goes out until you send it.
Can hirers pay online?
Yes, by card, and the money goes straight into the hall's own bank account through the hall's own Stripe account. We take nothing from it. Hirers can also pay by bank transfer, cash or cheque, and you record those against the invoice in a couple of clicks.
Can we take deposits?
Yes. A deposit can be requested when a booking is confirmed, and recorded coming back after the event, with any deduction and the reason for it. A booking can also be paid in instalments on a schedule you set.
Does it chase unpaid invoices?
It can. Automatic reminders go out a week before an invoice is due, on the day, and at one and two weeks overdue, each asking only for what is still owed. If your committee would rather choose who gets chased, turn them off and send a reminder from the invoice whenever you decide to.
What if an invoice is wrong?
If nothing has been paid, correct it and send it again: same number, right figures. If money has already changed hands, issue a credit note for the part you are not charging, which keeps the accounts straight.
Is it suitable for a VAT registered hall?
Yes. Halls that are VAT registered can put VAT on the rates that carry it, and invoices then show the VAT breakdown a VAT invoice needs. Halls that are not registered never see it.
What does the treasurer get?
A clear list of who owes what and who has paid, a statement for any hirer across all their invoices, and financial reports for the committee. Standard and Professional plans export invoices and payments to CSV for your accountant or independent examiner.
See an invoice raised
Short guides, most under a minute, with the steps written out underneath.
