Price a gear list and build an invoice

Where invoicing lives

Pricing hangs off a gear list, not off a diagram. Open the Gear List tab on the dashboard, choose a list, and press Invoice.

Prices are stored on the gear list itself, so closing the dialog does not lose them and reopening shows what you last set.

Rate cards do the first pass

A rate card is your price list: an item name, a unit price, and the rule for how it bills across multiple days. Create one in Settings; a list can be priced by hand without one.

Pick a card, set Days, then Apply. Lines are matched to card items by name, so a device that matched a template in the builder usually finds its price too.

• Applying fills in what it can and leaves anything you already priced by hand alone.
• Multi-day is the card's rule, not days x price — a line's total will not always equal quantity x unit price.
• The card also sets the service charge and tax percentages on the invoice header.

Read the unpriced warning

The dialog says how many lines it could not price. That count is the important number on the screen: a total can look completely plausible while an LED wall contributes nothing to it.

Unpriced does not always mean forgotten. Gear covered by a package is marked as included, which is a different fact from "we could not find a price" and is worth keeping separate.

Tip: Before sending anything, check the unpriced count is zero or that every remaining line is deliberately included.

Labor, packages, and anything with no device

Most of a real invoice is not equipment. Crew, strike, travel and packages are not on anybody's diagram, so they are added as their own lines rather than being attached to gear.

Add them from the rate card where one exists, or type them in directly with a quantity and a price.

Quotes that came from a client intake

A submitted intake is priced when it arrives, and the gear list it creates opens already carrying that quote: the rate card, the service charge, the line prices, and the packages as their own lines.

It is a working document from that point on. Editing it will not change the quote the client was originally shown, so if the two need to agree, change the invoice deliberately rather than assuming it follows.

Common mistakes

• Sending an invoice without checking the unpriced count.
• Setting Days after applying a card and expecting totals to re-derive — apply the card again.
• Editing the invoice and assuming the client's original quote changed with it.