Can I import active bookings from a CSV?
Not currently. VenueBill does not offer a bulk CSV importer, so rebuild active bookings through the supported workspace flow and verify each balance against the source records.
Switching guide
Move active venue bookings into VenueBill.
Set up one venue, rebuild active bookings, verify every balance, then retire your old billing workflow safely.
The VenueBill switching guide is a step-by-step reconciliation plan for moving active event bookings, contracts, deposits, payment schedules, invoices, and balances into VenueBill.
A card is required for the 14-day trial. No customer messages or payments are created by the public sample.
Prepare before you move anything.
VenueBill does not currently offer a bulk CSV importer. Move only active bookings through the supported workspace setup flow.
Active booking list
Export or copy every upcoming event with its couple, date, space, status, contract total, paid amount, and balance.
Source documents
Keep contracts, invoices, payment receipts, and cancellation terms available while you reconcile each booking.
Venue decisions
Choose the spaces, packages, deposit rules, payment milestones, and team members you actually need going forward.
Trial and payment setup
A card starts the 14-day trial. Connect your own Stripe account only when you are ready to test online collection.
Rebuild the current truth, not the whole archive.
Keep the source system available while you reconcile. Historical exports can remain your archive; VenueBill should begin with the bookings your team still has to operate.
Archive the source
Download the exports and documents your current provider makes available. Store them outside that provider before changing or canceling the account.
Configure the venue
Create the workspace, venue profile, spaces, packages, branding, and default payment terms. Do not turn on customer communication yet.
Create the couple and event
Add one active couple, then create the event with its real date, space, guest count, status, and package. Confirm those fields before continuing.
Rebuild the balance
Use the signed agreement and receipts to reconcile the contract total, payment milestones, amounts already received, and remaining balance. Recording a manual payment can email a confirmation to the couple, and draft invoices cannot accept manual payments. Do not mark an invoice sent just to import an old payment. If you cannot reconcile without contacting the couple, pause and ask support before cutover. Never infer a payment from an old status label.
Review the client view
Inspect your draft invoice, contract, schedule, and couple portal. Check names, dates, due dates, line items, and amounts before anything is sent. The public sample below shows an invoice layout for a fictional cleaning business; it does not preview your migrated booking or its contract and portal.
Inspect the sample invoice layoutMove the remaining active bookings
Repeat the same reconciliation for upcoming events only. Have a second person spot-check totals when the source records are complicated.
Cut over communication
After every active balance matches, choose one system for new invoices and reminders. Tell your team which record is authoritative before retiring the old workflow.
Walk through a fictional booking first.
Use this sample in the no-account deposit tool. It contains no customer data and saves in your browser, so you can reload and confirm the draft persists.
- Venue
- Greenhouse Hall
- Couple
- Sam Rivera and Alex Chen
- Event date
- October 16, 2027
- Contract total
- $6,500.00
- Deposit
- 25% ($1,625.00)
- Remaining balance
- $4,875.00
Persistence check
Enter the sample, wait for “Your draft saves automatically,” reload the page, and confirm the venue, couple, event date, $6,500 total, and 25% deposit return.
Open the deposit samplePause before irreversible actions.
Creating drafts is recoverable. Sending documents, recording payments, enabling reminders, and canceling the old system affect customers or your operating record.
- Do not send a VenueBill invoice or reminder until its amount and due date match the signed agreement.
- Do not mark a payment received unless a receipt, processor record, or bank record supports it.
- Do not cancel the old account until exports open correctly and every active booking is reconciled.
- Do not ask a couple to pay through both systems. Pick one payment link and withdraw the obsolete one.
Switching questions
Should I cancel my old venue software before switching?
No. Keep the source system available until its exports open correctly, every active booking is reconciled, and your team has chosen the authoritative system for new invoices and reminders.
Ready to rebuild one active booking?
Start with one low-risk event. Compare the contact, date, space, contract total, paid amount, and remaining balance before adding the rest.