Invoice a signed quote

Convert a signed quote into a compliant invoice, manage numbering and track payments through to settlement.

Once the quote is signed, the invoice makes the transaction official and turns a commercial agreement into an enforceable accounting record. Joinways builds on the quote: automatic legal numbering and, if Stripe is connected, online collection.

This article covers the full invoicing cycle for an event: moving from an accepted quote to a compliant invoice, understanding legal numbering, choosing between the PDF invoice and the Stripe invoice, then tracking payments through to full settlement of the file.

An invoice is never an isolated entry: it extends the signed quote and feeds directly into the venue's revenue tracking.

Prerequisites

A signed or accepted quote: the invoice is always built from an existing quote, it is never created from scratch.
Your billing details filled in: legal name, address and the venue's legal mentions, used on the invoice.
For online collection, a Stripe account connected to the venue (optional if you only invoice by PDF).

What you'll learn

Generate an invoice from a quote
Understand invoice numbering
Choose between a legal PDF invoice and a Stripe invoice
Track payment statuses through to settlement

Generate an invoice from a quote

Invoicing always starts from an accepted quote: Joinways reuses the quote's lines, amounts and legal mentions to avoid any re-keying and keep the signed offer consistent with the accounting record.

Open the relevant quote and confirm it is in the accepted or signed status.
Choose the invoicing method: PDF export for a legal invoice, or Generate invoice to go through Stripe.
Joinways assigns the legal number and marks the quote as invoiced in the file.
The invoice stays attached to the event file, viewable at any time.

Quote and invoice stay consistent this way: any amount difference must go through an amendment rather than a direct edit on the invoice.

Two ways to invoice

Joinways offers two invoicing paths depending on whether you simply need an accounting record or an integrated online collection. Both can coexist on the same file.

Legal invoice (PDF): when you export the PDF of an accepted quote, Joinways automatically assigns a legal invoice number and marks the quote as invoiced.
Stripe invoice: from the quote, click Generate invoice to collect online (deposit, balance or full amount).

Numbering

Joinways generates sequential, continuous legal numbering per venue, in the FACT-XXXX-0001 format. The sequence does not reset: it guarantees an unbroken series, compliant with legal obligations.

Each venue has its own series: continuity is ensured at the venue level, which avoids numbering gaps that would invalidate accounting compliance.

The number is assigned at the exact moment the quote becomes an invoice, not when the quote is created: as long as the quote is not invoiced, no legal number is consumed.

Reference: statuses and states

The statuses below describe where an invoice stands in its lifecycle, from the moment it is issued through to full settlement.

Invoiced: the invoice is issued and the legal number assigned.
Paid: settlement is recorded, automatically via Stripe or manually.
Deposit: a partial invoice covering a percentage of the total amount, ahead of the event.
Balance: an invoice for the amount remaining after the deposit, usually after the event.
Full amount: an invoice covering the entire quote amount in one go.

A single file can combine several of these states: for example a deposit already Paid and a balance still only Invoiced.

💡 Good to know: a Stripe invoice also carries its own Stripe invoice number, separate from the Joinways legal number.

Payment tracking

Payment tracking shows, file by file, what has been invoiced and what has been settled. It updates automatically when collection goes through Stripe.

Invoiced: the invoice is issued.
Paid: settlement is recorded (automatically via Stripe, or manually).
Collect online via Stripe for automatic payment tracking.

How it works

Behind the scenes, Joinways links the quote, the invoice and the payment within a single file so every record stays consistent with the signed offer.

The accepted quote serves as the basis: its lines and amount feed the invoice.
On issue, the legal number is assigned within the venue's continuous sequence.
If Stripe is connected, online payment automatically moves the invoice to Paid.
Otherwise, you record the settlement manually when the payment arrives.

Deposit and balance appear as two separate invoices attached to the same file, each with its own payment status.

Each invoice's payment status stays independent: settling the deposit does not automatically mark the balance as paid.

This deposit/balance split mirrors the file's real cash flow and lets you follow up precisely on the part not yet settled.

Edge cases

A few common situations deserve extra attention to stay compliant and keep tracking clear.

Partial invoicing: a deposit then a balance, each producing a separate invoice via Stripe.
Change after signature: an amendment adjusts the original quote amount before invoicing.
Dual number: a Stripe invoice combines the Joinways legal number and the Stripe number, which is normal and expected.

Best practices

Check your billing details before the venue's first invoice.
Prefer collecting via Stripe for automatic payment tracking.
Issue deposits before the event and the balance after, to secure cash flow.
Keep every invoice attached to its file to maintain a complete audit trail.

Troubleshooting

Missing invoice number?

Cause: the quote has not yet become an invoice. The legal number is assigned when the quote becomes an invoice (PDF export of an accepted quote). Solution: check the quote status and re-run the export.

Payment not showing as settled?

Cause: the collection was not recorded. Solution: if you use Stripe, check the connection; otherwise, record the settlement manually on the invoice.

Two different numbers on a Stripe invoice?

Cause: the Stripe invoice carries its own number. Solution: this is normal — the Joinways legal number remains the accounting reference, the Stripe number is for collection tracking.

Real-world example

A seminar signed at €8,400: a 30% deposit invoice is generated via Stripe and paid online, then the balance is invoiced and paid after the event. Everything is tracked in the file.

Another example

A wedding at €12,000 is invoiced in full by PDF export: Joinways assigns the legal number FACT-XXXX-0001, the invoice moves to Invoiced, and the payment received by bank transfer is recorded manually as Paid.

Because the venue's sequence is continuous, the next invoice issued at that venue picks up the following number automatically, with no gap in the series.

FAQ

Can I invoice partially?

Yes: via Stripe, generate a deposit invoice then a balance invoice. Amendments adjust the original quote amount if needed.

Can the numbering reset each year?

No: the sequence is continuous per venue and does not reset, to guarantee an unbroken series compliant with legal obligations.

What does the FACT-XXXX-0001 format mean?

It is the sequential legal number assigned automatically per venue when an accepted quote becomes an invoice.

Why does my Stripe invoice have two numbers?

A Stripe invoice carries its own Stripe number in addition to the Joinways legal number; both coexist, which is expected.

How do I mark an invoice as paid without Stripe?

Record the settlement manually on the invoice: its status then moves to Paid.

Do I need a signed quote to invoice?

Yes: the invoice is built from a signed or accepted quote, with your billing details filled in.

Where do I find my invoices?

Each invoice stays attached to the corresponding event file, accessible from the original quote.

Can I edit an invoice that has already been issued?

The invoice builds on the quote: to adjust the amount, go through an amendment to the original quote, which then flows into the invoicing.

Do the legal number and the Stripe number serve the same purpose?

No: the Joinways legal number guarantees accounting compliance; the Stripe number identifies the collection on the Stripe side.