sent contract, wants invoice too

There is a local hospital that wants to hire us for their company family picnic for employees and volunteers. They want balloons. They are expecting at least 100 kids and about 900 adults. It will be a four hour gig. We usually require a retainer fee. I sent their contact person the contract and just received an email from her. In the contract I say that we require $125 retainer fee to be sent with the signed contract and the remaining $225 to be paid at the event. She is saying that they usually pay the full amount at the picnic, that it's a hassle to get 2 checks cut, and she said she needs an invoice in order to get a check cut. I thought that the contract with the amount due would be enough, and I always give a receipt after receiving payment. This is our first company gig. We are used to just doing small parties and charity/ministry events. We don't want to lose this job, but we were thinking we could use the retainer fee to purchase some supplies for the event.

Do any of you give an invoice along with the contract as well as a receipt? I'm not sure what to do for an invoice. Also, would you insist on a retainer fee?

In this instant - with it being a hospital (ie not a private party or a fly-by-night organization that could disappear at any moment) I'd probably waive the retainer fee and take it on good faith that they'd pay at the event.

I always send an invoice with my contract. It helps with bookkeeping and some people like it for their own records.

Yes, many corporate clients require invoices to process through their accounts payable. I send the contract and an invoice to them if required. The contract is their agreement to your terms and rate, and the invoice is your bill based on that agreement.

As to a deposit (retainer) I have not had any problems with getting one from my clients. It is part of my terms and no one has refused to pay it. If she has a problem cutting two cheques then suggest they pay in full in advance.

You can google all sorts of business forms if you don't have a word processing package on your computer.

I formulated my contract to be a combination of both, so far I've not had a problem with any of my corporate clients. Invoice on the front, contractual terms that start on the front and end on the back along with a signature of agreement.

Invoice up front is pretty standard for corporate stuff. You're lucky they're going to pay it on the day. most leave it up to a month or until you chase it down! They can't pay you without one though its the way their accounts dept work

Thanks for all the help. I found a website where I could download an invoice form. It all worked out. They ended up having my husband stay later than planned, so I made up a new invoice and sent it. We'll see how long it takes for them to pay the difference.

Perry, I rarely leave an event without payment either. My husband was the one doing the event and didn't know what to do with the situation. Because this client is the local hospital, it was a big job, and they are already booking for this time next year (mentioned it before he even went to do this picnic this year). I would hate to lose the future business because he refused to stay later due to them not having another check immediately, and they have to go through their accounting office to have an official check printed out.