Billing & Invoicing

This SOP defines the standardized procedures for creating, issuing, tracking, and closing invoices for Maryland Productions (MP) and Event Revolution (RV). Accurate and timely billing is critical to cash flow, client trust, and financial reporting.

All billing is managed through QuickBooks, with job details sourced from Current RMS (MP) or Flex (RV) as applicable.

Purpose

  • Ensure invoices are accurate, complete, and issued on time.

  • Maintain consistency between job records and financial records.

  • Reduce billing errors, disputes, and delayed payments.

  • Establish clear ownership of billing tasks.

  • Support accurate AR reporting and reconciliation in QuickBooks.

Who This SOP Is For

  • Administrative staff handling billing and AR

  • Project Managers reviewing job scope and charges

  • Sales & Client Experience staff

  • Leadership reviewing financial performance

Anyone involved in job closeout or invoicing must follow this SOP.

Systems Used

QuickBooks

System of record for invoicing, payments, credits, and AR tracking.

Current RMS (MP)

Source for job details, equipment, labor, and pricing.

Flex (RV)

Source for rental data, asset usage, and job references.

Google Workspace

Storage for supporting documents and invoice attachments.

Billing Workflow Overview

Billing follows a standardized lifecycle:

  1. Job Review & Closeout

  2. Invoice Creation

  3. Internal Review

  4. Invoice Delivery

  5. Payment Tracking

  6. Closeout & Reconciliation

No invoice may be sent until all required steps are complete.

1. Job Review & Closeout

Before invoicing:

  • Confirm the job status is complete or billable.

  • Review job scope against what was delivered: - Equipment - Labor hours - Overtime - Travel - Consumables - Damage or replacement charges

  • Verify approved change orders are documented.

  • Confirm client billing terms.

Outstanding questions must be resolved before proceeding.

2. Invoice Creation (QuickBooks)

Create the invoice in QuickBooks using the following standards:

Invoice Requirements

Each invoice must include:

  • Client legal name

  • Job or project reference number

  • Event name and date(s)

  • Clear line-item descriptions

  • Quantity, rate, and totals

  • Subtotal, tax (if applicable), and total due

  • Payment terms and due date

  • MP or RV branding as appropriate

Do not combine unrelated jobs on a single invoice.

Line Item Standards

  • Equipment rentals should be grouped logically.

  • Labor should be broken out by role and date range.

  • Overtime must be clearly identified.

  • Damage, loss, or replacement charges must be itemized.

  • Discounts must be explicitly listed and approved.

Clarity reduces disputes.

3. Internal Review

Before sending:

  • Verify totals match approved quotes or changes.

  • Confirm tax treatment is correct.

  • Check client contact and email address.

  • Ensure supporting documentation is attached if required.

Invoices over internal approval thresholds may require management review.

4. Invoice Delivery

  • Send invoices via QuickBooks email delivery unless otherwise required.

  • Use the client’s approved billing contact.

  • Include a concise, professional message.

  • Attach supporting documentation if relevant (time sheets, damage reports).

Record the send date in QuickBooks.

5. Payment Terms & Tracking

Common payment terms include:

  • Net 7

  • Net 14

  • Net 30

  • Due on receipt

  • Deposit + balance

Tracking Responsibilities

  • Monitor invoice status in QuickBooks.

  • Apply payments promptly upon receipt.

  • Match payments to the correct invoice.

  • Record partial payments accurately.

  • Communicate discrepancies immediately.

Unapplied payments are not acceptable.

6. Late Payments & Follow-Up

If payment is late:

  • Follow up according to internal AR schedule.

  • Use professional, documented communication.

  • Escalate to management if: - Payment exceeds agreed terms - Client disputes charges - Repeated delays occur

Do not threaten clients or deviate from approved language.

Credits, Adjustments & Write-Offs

  • Credits require approval.

  • Adjustments must be documented.

  • Write-offs require management authorization.

  • All changes must be reflected in QuickBooks.

Never alter invoices without documentation.

Deposits & Prepayments

  • Record deposits correctly in QuickBooks.

  • Apply deposits to final invoices as agreed.

  • Track unapplied deposits carefully.

  • Ensure deposit application matches contract terms.

Deposit errors cause reconciliation issues.

Damage & Replacement Charges

  • Charges must be supported by documentation.

  • Coordinate with Warehouse and PMs.

  • Include clear descriptions and justification.

  • Notify the client before invoicing when possible.

Transparency reduces disputes.

Recordkeeping & Attachments

For each invoice:

  • Retain a copy in QuickBooks.

  • Store related documents in the job folder.

  • Maintain correspondence records for disputes or adjustments.

Billing records are subject to the Record Retention Policy.

Responsibilities

Administrative Staff

  • Create and send invoices.

  • Track payments and follow up.

  • Maintain accurate QuickBooks records.

Project Managers

  • Confirm job scope and billable items.

  • Approve change orders.

  • Support dispute resolution.

Leadership

  • Approve exceptions, credits, and write-offs.

  • Review AR performance.

Quality Control

  • No invoice without job review.

  • No undocumented adjustments.

  • All payments applied promptly.

  • AR aging reviewed regularly.

Billing accuracy is non-negotiable.