Itemize All Charges
Confirming the details includes verifying the costs of the event with your client. When you began planning the event, there may have been certain unknown variables such as rentals and centerpieces. As the event draws closer, these unknown costs will become actual costs. All of the invoices and receipts you have been collecting will allow you to itemize all charges and discuss them with your client prior to the event.
ssential
As details are being solidified throughout the event, send your client e-mail confirmation of items you have discussed in person or over the phone. These e-mails will act as a reference for you to review the event. To refresh your memory, you can also refer to these e-mails before drafting an updated invoice.
The Importance of Confirming Charges
It is a good idea to touch base with your client and confirm all charges prior to the event. You have likely been in solid communication with your client for every decision, such as rental prices, entertainment costs, decoration costs, and so forth. In a perfect scenario, these charges have all been approved by the client and are within the client's budget. For a client, it is helpful to be able to see all of the charges listed on an updated invoice. Upon re-evaluation of her budget, the client may scale back on certain details or add money to the budget for other details.
Presenting an updated invoice also prevents any miscommunication that may have occurred during the planning stages. For example, the floral designer may have submitted a preliminary invoice for centerpieces. You listed the line item for flowers on your updated invoice. The client realizes she gave you the wrong figure for flowers under her budget. The figure should have been $200 less. You are then able to contact the floral designer and ask her to scale back on her centerpieces before the event.
Updated Invoice
Before signing a contract with the client, you most likely drafted a preliminary invoice. This invoice shows the client the costs involved regarding room charges, menu, and the beverage formula. As time goes on you will develop a better understanding of actual costs and not just use estimates on the invoice. Presenting an updated invoice to the client is wise when you are confirming details.
Actual Costs on the Updated Invoice
Since the planning stages you have been collecting receipts related to the event. Before confirming the details with the client, you will need to get the receipts organized and draft an updated invoice. For information such as beverage totals, place a TBD (to be deter-mined) instead of a price, since the beverage may be based upon consumption. You can also use an estimated amount on the updated invoice, but be sure to signify this is an estimated cost, preferably next to the line item.
Fact
The updated invoice is not a legal document. However, it is a good idea to have your client initial the invoice. This will prevent any discrepancy arising at a later date. E-mailing a copy of the invoice is also a good way to prove your client has seen the latest figures.
