Booking Forms (Proforma Invoices)

A booking form is the document you send a club to confirm their place: here is what you are booking, here is what it costs, here is when each payment is due. Most tournaments call it a proforma invoice.

Until now that was a Word file someone kept in a folder, with the numbers typed by hand and no connection to whether the club ever paid. MyCup generates it, numbers it, emails it as a PDF — and the moment you send it, the amounts land on that club's balance so they are chased like any other charge.

Booking forms are part of Finances and follow the same plan rules.

Where to find it#

Finances → Booking forms in the left sidebar, beside Payments and Fees.

Before the first one: who you are#

Press Invoice details in the page header. What you put there prints at the top of every document you send:

Your bank details are not here. They live under Reminders, because the same text prints on every proforma and every reminder email — one field, so the two can never disagree.

The next number cannot go backwards past a document you have already issued. Two invoices carrying the same reference is the one thing a numbering series exists to prevent.

Change any of this later and documents you have already sent keep the details they were sent with. Only the logo is read live, because a letterhead changes and reprinting an old invoice on the current one is normal.

Building one#

Press New booking form.

1. Who it is for#

Choose the participant. The field is searchable — start typing the club's name.

A form with no participant still gets a number and a PDF, but nothing reaches a balance. That is occasionally what you want (a quote for someone who has not entered yet), and the page says so plainly so it is never a surprise.

Group and Dates are free text that print on the document — "My Cup League — Porto", "20.10–24.10.2026". Valid until is the date your quoted prices expire.

2. What they are buying#

Add all services fills the list in one press — and leaves out anything this participant has already been billed for, naming what it skipped.

That skip is the important part, and it is the opposite of what the button looks like it should do. Sending a booking form writes charges. A line for something already on the club's balance bills them for it twice: 320 applied with Apply, plus 320 itemised here, is 640 — on a document that reads correctly to everyone. Add it by hand if you genuinely mean to.

Per-person lines are filled with the squad count as a starting quantity. Check them: a club of 20 might book 26 beds or 14.

You can also add lines one at a time from your fees:

• A flat fee is billed once at its amount — an entry fee is 320, whoever you send it to.
• A per-person fee multiplies by the quantity you type — 18 people × 186.00 = 3 348.00.

The quantity is the number you type, deliberately not read from the squad list. A proforma goes out before participation is confirmed, often before anyone has entered a single player, and a roster-derived quantity would total zero on most documents ever written. The 18 on the form is a figure you negotiated with the club.

You can also add a one-off line that exists on this document alone — an extra coach, a late airport transfer — without adding it to your fee catalogue.

Each line copies the price at the moment you add it. Raising a fee next week does not change a document you have already built.

3. When they pay#

Give each payment either a percentage or a fixed amount, plus a due date:

• 30% now, 70% by 14 October — type 30 and 70.
• 500 now, the rest by 20 May — type the amounts.

A schedule is all percentages or all fixed amounts, not a mixture: percentages applied to a total the fixed rows have already eaten into have no reading that is not a guess.

Percentages always add up exactly. 1 000 split three ways is 333.33 + 333.33 + 333.34 — the remainder goes to the last instalment. A schedule that does not sum to the total is the first thing a club's finance office queries, and they are right to.

If you add no schedule at all, the whole total becomes one payment.

Sending it#

Send does four things in one step:

1. Claims the document number — 1/26, 2/26, in your own series. A draft genuinely has no number until this moment, which is why numbers are never skipped.
2. Freezes everything — the prices, your tournament's name and address, the club's details. The PDF in their inbox will always match what you sent.
3. Writes the debt — one charge per instalment, on the participant's balance, with its due date.
4. Emails the PDF to the club's contact address, and to every team manager who has accepted an invite for that club — the same people a payment reminder reaches, so a document and the reminder chasing it never go to different inboxes.

A club with no contact address and no manager is still issued and still billed — the document exists, it just has nobody to go to. Add an address and send them the PDF yourself.

Billing a stay and meals#

If you run Hospitality, a booking form can bill what the club actually booked. Add stay and meals puts one line on the document per room type per stay, and one per sitting, priced from their own bookings — so a club querying its invoice can see what it is paying for the twins rather than a single "Accommodation 1,840".

It is a press rather than something that happens automatically, for the same reason Add all services is: filling the document while you are still typing the details produces a second set of lines on your next edit.

From here the amounts behave like any other charge: they appear in Payments, count towards Outstanding, and are picked up by payment reminders.

A sent document cannot be edited. Its prices were stated to a third party on a dated file, and an edit would make the PDF in their inbox disagree with the ledger chasing them. Cancel it and issue a new one.

Statuses#

Sending the same form again#

Re-sending an already-sent document does nothing: it does not claim a second number, and it does not bill the club twice. Press it as often as you like.

Numbering#

Document numbers follow the format your tournament uses — a running number and the year, 1/26. Cancelling a document does not release its number: gaps in a numbered series are normal and expected, whereas a reused number is the kind of thing an auditor asks about.

What the club sees#

If the Payments page is switched on for the Team Panel, the club sees every document you have issued them at the foot of their own balance — reference, status, the lines itemised, the total, and a PDF button.

Drafts are never shown: no number, prices not locked, and you are still writing it. A cancelled one is shown, because they hold a copy and need to see it was withdrawn.

Related#

• Tracking Payments — the ledger the charges land in
• Payment Reminders — chasing what is unpaid
• Hospitality — what you are usually billing for