Quick-Close Invoicing brings the documents and actions a client needs into one guided process. Depending on how an invoice is configured, the client can review a proposal, sign a contract, view an invoice, and make a payment without navigating through separate systems.

An event can contain multiple invoices. Each invoice has its own Quick-Close configuration and may have its own proposal, contract, and payment options. For example, one invoice on an event may begin with a proposal, while another invoice may be sent directly to the client without one.

This article explains how Quick-Close works, where to find its settings, and how proposals and invoices change as the client moves through the booking process.

Think of Quick-Close as the client’s path through a specific invoice and its related documents.

A typical workflow may include:

You decide which steps are included for each invoice. For example, one invoice may include a proposal, contract, invoice, and payment, while another invoice on the same event may include only an invoice and payment.

Quick-Close keeps the selected steps connected so the client can move naturally from one part of that invoice’s booking process to the next.

Quick-Close is managed separately for each invoice.

To open it:

The documents and editing options available depend on how the selected invoice is configured and whether its proposal has been accepted.

For an invoice that includes a proposal, Releventful separates the proposal from the invoice. This allows you to prepare and revise an offer before the client accepts it.

The proposal associated with the selected invoice is the active document.

Changes to proposed items, quantities, pricing, or available selections should be made on the proposal. The invoice does not become the primary document for editing until the client accepts the offer.

The invoice becomes the active document.

You can then make any necessary post-acceptance changes on the invoice. The accepted proposal remains available as a record of the items and selections the client originally approved.

An invoice does not have to include a proposal.

If the selected invoice is configured without a proposal, the invoice is the active document from the beginning. You can select the invoice and make changes without waiting for a proposal to be accepted.

This applies only to the invoice you are currently editing. Other invoices on the same event may still have their own proposals.

In the Invoice Editor, select the document you want to work with.

The screen that opens when you select a proposal depends on whether it is a line-item proposal or a proposal template.

A line-item proposal is created and managed directly in the Invoice Editor. It is designed to support detailed proposals with robust editing tools, making it well suited for catering, venues, event services, and other businesses that need to manage complex items, packages, quantities, and pricing.

When you select an active line-item proposal, Releventful opens the line-item editor.

From this screen, you can:

The line-item editor allows you to build and revise the proposal while seeing how your changes will appear. The Settings tab is available for line-item proposals and invoices.

A proposal template provides a more customized proposal experience. It can be used when you want to control the proposal’s layout or allow the client to choose from specific items and options.

When you select a proposal that uses a proposal template, Releventful opens the proposal template editor instead of the line-item proposal editor.

Use the proposal template editor to:

The standard Settings tab is not available in the proposal template editor. That tab is only used for line-item proposals and invoices.

After the client accepts a template-based proposal, its associated invoice becomes active and the invoice’s Settings tab becomes available.

The Settings tab controls how a line-item proposal or invoice is presented to the client.

To find it:

If selecting the proposal opens the proposal template editor, that invoice is using a proposal template. Use the template editor to control the proposal’s layout and selection options.

The following settings help you decide what information appears on a line-item proposal or invoice.

Displays information about the event, such as its name, date, time, or location.

Enable this setting when you want the client to confirm that the document is connected to the correct event.

Displays your business information on the document.

This helps the client identify which business provided the proposal or invoice and may include your business name and contact information.

Provides an internal description for your staff.

This field can be used to add internal context about the document or its purpose. The description is not displayed to the client.

Displays additional notes to the client on the proposal.

Proposal notes are useful for information that does not belong on an individual line item, such as:

Because these notes are client-facing, review them before publishing the proposal.

The Quick-Close options determine which documents and actions are included for the selected invoice.

Allows the client to view the invoice and the amount due.

Enable this option when the client should be able to review the charges associated with that invoice.

Allows the client to review and sign a contract associated with the invoice.

A contract template must be assigned before the contract can be included. Use this option when the client must agree to your terms before completing the process.

Allows the client to access the payment section for the invoice.

Enable this option when the client should be able to make a payment online. Available payment methods depend on your account’s payment configuration.

If you have connected your account with QuickBooks, QuickBooks Sync will display. Turning this on will sync the invoice to your connected QuickBooks Online account.

This is an internal accounting option. It does not add another step to the client’s Quick-Close experience.

Contracts and payments do not need to be configured manually for every invoice. Releventful Automations can prepare these steps for you based on your business process and the type of event being booked.

Automations can be used to:

Combining Automations with Quick-Close helps create a consistent booking experience while reducing the number of steps your team must complete manually.

Learn more in 3 Steps to Automate Your Business.

Preparing a proposal and publishing a proposal are two different steps.

While preparing the proposal, you can modify its items, layout, pricing, notes, and available selections. Publishing makes the proposal available for the client-review process.

Before publishing, confirm that:

Publishing also allows Releventful to schedule any applicable proposal-expiration emails.

A proposal expiration date gives the client a clear deadline for accepting the proposal.

Expiration dates can be used with both line-item proposals and proposal templates.

To add an expiration date:

If you add the expiration date before publishing, Releventful schedules the expiration notifications when the proposal is published.

The proposal must be published before expiration emails can be scheduled.

For a published proposal with an expiration date, Releventful normally schedules:

The delivery time follows your account’s configured timezone.

These emails are also included in notification reporting so your team can review their status and delivery history.

Once the expiration date is reached, the client can no longer accept or submit the proposal.

The client can still use the link in the expiration email to review the proposal. If the client wants to continue, they can contact your business. You can then extend the expiration date or make any necessary updates before asking the client to proceed.

The expiration applies only to that proposal. It does not expire other proposals or invoices on the same event.

If you set the expiration date to the current date:

If the expiration date is fewer than three days away, the three-day reminder is not scheduled because its normal delivery time has passed.

The expiration email is still scheduled for approximately 9:00 AM on the expiration date.

When you change the expiration date, Releventful removes the pending expiration notifications for that proposal and creates a new schedule using the updated date.

For example:

Emails that have already been sent remain in the notification history. Only notifications that have not yet been sent are replaced.

If you want to avoid sending another three-day reminder, update the expiration date before the original reminder is sent whenever possible.

If the proposal should no longer expire, clear its expiration date and save the changes.

When the date is removed:

If you add a new expiration date later, Releventful creates a new notification schedule as long as the proposal is still published and has not been accepted.

Releventful prevents pending expiration emails from being sent when the related proposal is no longer eligible for them.

This may happen when:

These safeguards apply to the individual proposal. They do not affect notifications for other proposals or invoices on the event.

Because an event can contain multiple invoices, each invoice can follow a different workflow.

Use this workflow when the client must approve an offer, sign an agreement, and make a payment:

Use this workflow when the client should approve the services but payment will be handled separately:

Use this workflow when a proposal is not needed for a particular invoice:

The invoice is active immediately because that specific invoice does not have an associated proposal. Other invoices on the event may still include proposals.

If the Settings tab is not visible, confirm which invoice and document you opened.

Use this checklist for each invoice before publishing or sharing its Quick-Close experience: