From contact to payment: a deal step by step
From first contact to paid invoice: this plan follows a sponsorship deal through all of Clubwise. Each step links to the article with the details.
The status of a deal
At the top of the deal file a bar shows where the deal stands. You set some statuses yourself, others follow the invoices by themselves.
| Status | Who sets it |
|---|---|
| To start | You, when creating it |
| In negotiation | You |
| To invoice | You, when everything is agreed |
| Partly invoiced | By itself, as soon as invoices are linked to the deal but not yet for the full amount |
| Invoiced | By itself, as soon as the invoices reach the expected amount |
| Paid | By itself, as soon as those invoices are paid |
| Completed | You, when all agreements are fulfilled |
Step 1. The contact
If the company does not exist yet, create it in Contacts and link a contact person. See Creating a contact and Creating a contact person.
Step 2. Creating the deal
Open the contact and choose in the ⋮ menu Add deal. The company is already filled in. Choose the category, the type and the expected revenue. That revenue later determines when the deal is Invoiced and Paid. See Creating a deal from a contact.
Step 3. Negotiating
- Set the status to In negotiation.
- Plan follow-up with tasks.
- Keep the proposal and the contract in Documents.
Step 4. Recording the agreements
What the sponsor gets, such as a mention, a board or tickets, you record as an agreement. See Adding an agreement to a deal. If tickets are part of it, you see them in the Tickets tab. See Tickets linked to a deal.
Step 5. Agreeing when you invoice
A invoicing agreement says what and when you invoice, e.g. in two instalments. With Automatic invoicing Clubwise creates the invoice itself on the invoicing date. See Invoicing agreements and automatic invoicing.
Step 6. Invoicing
Set the deal to To invoice and choose in the ⋮ menu of the deal Create invoice. Customer, address, VAT number and the invoice line are ready. See Creating an invoice from a deal. The deal moves to Partly invoiced or Invoiced by itself.
Step 7. Sending
The invoice goes out by e-mail or, for companies connected to it, through Peppol. See Peppol e-invoices.
Step 8. Following up the payment
- With Codabox payments arrive at the right invoice by themselves. Without Codabox you add the payment to the invoice yourself.
- Whoever does not pay on time gets a payment reminder.
- You correct a mistake on an invoice with a credit note. See Following up and crediting an invoice.
When the invoices are paid for the full amount, the deal is Paid.
Step 9. Completing
When all agreements are fulfilled, set the deal to Completed. Next season you start a new deal for the same sponsor.
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