Automatically Send Supplier Invoices To Your Venue Accounting System

Modified on Sat, 5 Aug, 2023 at 2:30 PM

Hot Giggity is all about saving you and your team hours of busy time so that you can focus on more important tasks!

We know that a large part of this time overhead is often the admin associated with managing incoming invoices from your suppliers - whether they are agents or artists.

To help with this process, Hot Giggity provides you with the functionality to automatically send a PDF of your supplier's invoice for the previous week (Monday to Sunday), directly into your venue accounting system, on a nominated day and time.

To set this up, simply follow the steps below.

1. Go to Manage / My Venues and click 'Edit' on the venue you are wanting to manage.

2. Navigate to the 'Financial' tab.

3. Turn on the 'Automatically send to accounts' toggle.

4. Select the 'Auto Send Day' and 'Auto Send Time' that you would like the invoices sent. We advise setting the Send Day from Tuesday onwards. This will leave you time on Monday to make any necessary changes to accommodate variances in the previous week's bookings.

5. Enter the email address of your accounting system in the 'Accounts Email Address'.

XERO Users: You can find your XERO Automated Bill Entry email address by following these instructions.

QUICKBOOKS Users: You can set up a Bills Forwarding email by following these instructions.

MYOB Users: You can set up your 'In Tray' email by following these instructions.

On the nominated day and time, the system will email all Invoices to your accounts system. Each invoice will be sent in a unique email.

You will receive a notification letting you know the number of invoices that have been successfully Sent To Accounts.

Clicking this notification will take you to the Invoices page where you will see that all invoices are now marked as 'Sent To Accounts'.

After making payment, please remember to mark the invoice as paid. This will send a notification to the supplier and will mark the invoice as paid.

If you have any questions about this functionality, please email us at support@hotgiggity.com.