Invoice payment option

The Invoice payment option allows the generation of invoices during ticket purchase. Participants can make use of the manual Invoice option to make payment when filling out the Purchase form. Additionally, administrators can generate invoices from the platform for users utilizing other integrated payment options.

This article explores all the ways the Invoice payment option can be used.

How can I enable invoice for manual payment?

To enable invoice for manual payment, complete the following steps:

1. Go to to Settings > Tools from the event level.
2. Click Edit on the top right corner of the screen.
3. Type in Allow invoice in the search bar or search for it under Registration and enable its toggle button.

How can I configure my company's payment details?

To configure your company's payment details which will appear in the manual invoice, complete the following steps:

1. Go to Marketing > Tickets > Invoices.
2. Click on Settings under the Invoice section.
3. Enter your payment details. The list of details is as follows:

• Company name: Your company name.
• Company Tax ID: Your company tax ID.
• Address line 1 & 2: Your company address.
• Days to due date: Days before the payment is due.

1. Click End to save your invoice information.

How does the manual invoice option work on the purchase form?

Once you have enabled the Allows invoice tool and configured your company's invoice payment details, the invoice option will appear on the purchase form.

After a user selects their desired ticket(s) and proceeds by clicking Next step, they will encounter a list of available payment methods, which includes the Invoice option. Choosing Manual invoice requires the user to input the following details:

• Company name
• Company registration number
• Address
• Payment type (Cash, Check, Bank Transfer)

Then select Next step.

After reviewing and confirming their order, users can proceed by selecting Place order.

Subsequently, they will be directed to a confirmation page where they can open the invoice and view their tickets.

Additionally, an automatic email containing the invoice as an attachment will be sent to the attendees.

The invoice will contain your company's payment details, including payment type (if applicable). It will also contain other information like the invoice number, Event ID (which shows the event the invoice is linked to), etc. Below is an example:

Can I customize the automatic Waiting for payment email?

Yes, you can customize the Waiting for payment email invoice email that is automatically sent to your applicants using the Email creator.

How can I approve manual invoice payments?

After participants have purchased tickets using the manual invoice option, event organizers will need to review and approve their payments on the platform. To approve the invoice payment of your attendees follow these steps:

1. Go to Marketing > Tickets > Payments.
2. Click on List under the Payments section.
3. Locate the payment details of the attendee and click on them to open the payment details. A new window containing the payment's information will open on the right.
4. Scroll down to the Payment information section and click on Approve payment.

• A manual invoice payment that has not been approved, will show IN_ANALYSIS under the Status column and it requires your attention. Once approved, the status will show AUTHORIZED. Click here to learn more about the payment details page.

• The applicant will receive an automatic payment confirmation email with a link attached so they can manage their tickets on the My tickets tab of the Virtual Lobby. The applicant will also be listed under the Attendee's page.

• To reject a payment, click on the Reject payment button. The applicant will receive a Rejected payment email. The status of this payment will also show CANCELLED.

Where do I view the participants' invoices?

To view the invoices of your participants, go to Marketing > Tickets > Invoices.

The Invoices > List page will display participants who purchased tickets using the Invoice payment option on the purchase form, as well as those whose payments were created with generated invoices on the platform or whose invoices were created by the event admin on the platform.

The dashboard will display the invoice ID, Payment ID, Username, Due at, Status and Total.

The available invoice statuses of participants are as follows:

• Created: This status applies to participants whose invoices have been generated either via the purchase form by the participants or by event admins on the platform, but have not yet been approved on the Payments page.
• Paid: This status applies to participants whose invoices have been authorized on the Payments page.
• Cancelled: This status indicates participants whose invoices have been rejected on the Payments page.

By clicking on the blue icon of a participant, you will be able to view more information about the participant: Basic information, Billing information, Payment information, Tickets selected, etc.

How do I create an invoice for participants from the platform?

As an event admin, you can create invoices for participants directly from the platform. This allows the generation of invoices for automated payment methods other than InEvent's manual invoice option.

Follow these steps to create an invoice for a participant:

1. Click on the Create invoice button in the Invoices > List page.
2. Enter the following details associated with your attendee in the Create invoice pop-up box:

• Full name
• Username
• Email (optional)

• Company name
• Company tax ID
• Address line 1 & 2
• Ticket type
• Amount of ticket, then click the +Add to invoice button.

1. Enable the Send invoice to user checkbox to send the invoice to the user via email.
2. Click Create.

Once an invoice is created for a participant, the Payment ID of the participant will show Pending:

Previewing an invoice before sending to participants

You can preview your invoice and send the previewed sample to your self before sending it out to the designated user. To do this, simply click on the Preview invoice in the Create invoice pop-up box. A new pop-up box will appear displaying a preview of your invoice.

Once you are done previewing your invoice, simply click on Cancel or press the close button.

To send the invoice preview, click Send preview. In the following pop-up box, select the recipient of the invoice preview and click Send preview.

In addition, you can view the invoices of participants after already sending them. To do this, simply click the blue pen icon beside the participant. Locate and click on the Open invoice link to view the invoice.

Understanding how the platform-created invoices function on the Purchase form

Once the participants receive their invoice via email, they will see the Pay now link in the invoice. By clicking on the link, they will be redirected to the Purchase form.

When filling out the Purchase form, participants will be unable to add or change the preselected tickets in the Tickets section. Additionally, the manual Invoice payment option will not appear in the Payments section, as invoices have already been generated for them by the event administrator. After choosing a payment method and placing their order, it will be sent to the platform.

Once a participant places their order, a Payment ID will be generated for the participant on the platform.

Can I resend an invoice?

To resend an invoice to a participant follow these steps:

1. Navigate to Invoices > List.
2. Click on the participant whose invoice you wish to resend. A new window will open on the right where you can view more information.
3. Locate and click the blue Re-send invoice button. A new window will pop-up asking you to confirm your action.
4. Click Send to confirm your action.

Once sent you will see the message letting you know your email was sent successfully.

Downloading invoices in bulk

To download invoices associated with your event in bulk, complete the following steps:

1. Press the Edit button on the top right corner in any of the pages under the Invoices > List section.
2. Press the Download invoices button on the top left corner. A blue notification banner will appear on the top of the page.
3. Click on Download. You will be redirected to the Report center page.

1. Locate your download which will have the Event Payments Invoices title.
2. Press the blue download button.

   

You will find all invoices associated with your event in a PDF format inside a zipped file.

Is it possible to delete an invoice payment?

Yes, it is. To delete an invoice payment follow these steps:

1. Go to Marketing > Tickets > Payments.
2. Click on List in the left menu.
3. Press the Edit button in the top right corner of the page,
4. Select the Invoice payment(s) you want to delete by ticking the checkbox(es).
5. Click on the Remove button at the top right corner of the page and
6. Press Remove in the confirmation box that appears.

Once you do this, the payment and invoice record of that purchaser will be removed from the platform.