Certain projects in your workspace may be planned for an extended period of time. We want to set up equipment at the venue, however, since the actual event only takes place on specific days, we only want to charge the client for those event days, rather than the entire duration.
An event with the same client, same equipment set up that reoccurs on multiple days throughout a month within the same venue. The project is planned for the month of August but the show days are only on 2nd, 8th, 11th, 20th and 25th. We only want to charge the client for show days.
The equipment is set up and sent to on location at the beginning of the month and dismantling happens at the end of the month. The equipment remains at the venue even on no-show days.
Create a project with Subprojects
The initial step for this scenario is to create a project with multiple subprojects. The subproject you need to create is specifically for your project's entire planning period. We are going to call this subproject Project Planning. This Project Planning subproject will ensure your equipment is reserved on location for the entire planning period duration.
Create as many subprojects as you have show dates. In our example, we have 5 show days, so we create 5 subprojects.
Take a look at this article for more information on subprojects
After doing so, ensure your Project Planning subproject financial box is unchecked just like the example above. We exclude the financial part of this subproject because we do not want to calculate costs for the entire planning project. We only want to invoice individual show dates.
Project Planning Subproject
This Project Planning subproject is primary used for its planning period time schedule, to ensure that all equipment remaining on location is reflected accurately in their availability. Plan all none-show day time schedules in this subproject as well.
The next step for this subproject is to include all the equipment that will be staying for the duration of the project.
By planning your equipment in this Project Planning subproject, you are effectively reserving the equipment's availability for the entire planning period duration. The equipment in this project will be booked and will be unavailable till the end of the planning period.
Show Date Subprojects
In order to charge a separate invoice per show date, you must create a subproject per show date. If you have 5 show dates, create 5 separate subprojects.
Duplicate subprojects to speed up your planning process!
What each Show Date Subproject should contain:
Make sure to turn off the planner option for show date subprojects. This will prevent your equipment's availability from being double/triple planned.
Take a look at this article for more info on the Planner and Financial options
Create separate invoices for each show date
Once it is time to invoice your Show Date subproject individually, you can do that easily by selecting which subproject to include financially.
If you wish to invoice a specific show date, only check the financials for that subproject. Select the desired Show Date subproject and create an invoice in the financial tab as you normal would!