SharePoint · Media and entertainment

A SharePoint Online system for deals, debit notes and one-off invoices

A SharePoint Online invoicing system for a talent management company. It handles tri party and two party deals, milestone invoices, debit notes and one-off invoices, with GST and LUT handling, margin checks and approval by the vertical head.

Client: A talent and entertainment management company with several business verticals
Industry: Media and entertainment
Platform: SharePoint
Started from: Approval Workflow product

01The challenge

Every deal involved a client, a talent and sometimes agents, each with their own payout. Deals, debit notes and one-off invoices were tracked outside one system, margins were checked by hand, and GST and LUT rules made invoices slow to prepare and slow to approve.

02The solution

We built one invoicing application on SharePoint Online. Deals can be tri party or two party, with talent and agent payouts and automatic margin. Milestones turn into invoices once the vertical head approves the deal. Debit notes and one-off invoices have their own forms and approval. GST and LUT details come from masters, so invoice tax is calculated by the system, and every approved invoice can be downloaded as a printable tax invoice.

How an invoice moves through the system

Create the dealThe creator picks the deal type, client, vertical, amount and payment terms, then adds the talent and agent payouts. Margin is calculated automatically.
Vertical head approvesThe authorised approver for the vertical reviews the deal and its audit log and approves or rejects with a remark.
Raise milestone invoicesOn an approved deal the creator invoices milestone by milestone. A rejected invoice returns its amount to the milestone.
Accounts and tax invoiceApproved invoices move to accounts, and the printable tax invoice is downloaded from the deal.
Debit notesDebit notes to a client or to talent follow the same approval route, with cancelled ones moving to credit notes.
One-off invoicesWork outside a deal is invoiced as a one-off. A margin below 10 percent needs the creator to confirm before submitting.

Screens from the system

Sample screens redrawn with sample data. They show the real stages of the workflow.

Screen 1 of 8Built for this client

Deal dashboard

Deals grouped as booked and in approval, approved and closed.

What the system covers

Tri party and two party dealsOne talent and up to two agents per deal, with payouts and margin.
Milestone invoicingInvoices raised against approved milestones, with rejected amounts returned.
Debit notes and credit notesBilled to a client or to talent, with cancelled notes moved to credit notes.
One-off invoicesAny number of talents and agents, with a margin check under 10 percent.
GST and LUT handlingRates, categories and LUT details held in masters and applied to invoices.
Approver dashboardsEach vertical head sees what is waiting, with email alerts.
Printable tax invoicesDownload as portrait A4 from the deal or the generated list.
MastersVerticals, sub verticals, currencies, targets and clients maintained by the admin.