How to Send an Invoice

If you've approved employers for your upcoming fair, it's time to invoice them! You can do this in Handshake to help you track payments, and easily remind employers who have yet to pay. Afterwards, you'll have a full record of all the invoices and payments.

For steps to create a fair, check out Career Fairs: Creation for in-person fairs and Virtual Fairs: Creation for virtual fairs. 

There's two ways to invoice employers:

• Automatic Invoicing
  • If your fair is set to automatically create invoices, the “New Invoice” window will pop-up as soon as you approve an employer’s registration (skip to step 5 below).
    • To learn the difference between automatic and manual fair invoice creation, refer to About Invoice After Approving.
• Manual Invoicing
  • If your fair is set to manually create invoices (or if you chose not to send an automatically generated invoice during registration approval), you’ll need to create a new invoice (follow all steps below).

1. Click Fairs on the left navigation bar, then click on the fair you'd like to send invoices to.

2. On the fair’s Overview page, click the gray button View Employers. 

3. At this point there are two ways for you to manually send an invoice:

• Click the three hash marks to the far right in the employer registration row with the employer, then click View/Create Invoice. 

• Click on the employer registration to open the registration overview page. Under the Actions menu, click View/Create Invoices. 

When you've selected from either of these options, a pop-up will load that displays all generated invoices and the option to Create New Invoice. Click the blue button Create New Invoice to proceed.

3. A New Invoice form will load: 

• Recipients: Choose your invoice recipients
  • The recipients listed will be any registrants, contacts associated with the registration. 
  • Note: if you’d like to send a “test invoice”, choose only yourself — you’ll be able to resend the invoice to the employer later.
• Invoice Number and Amount are auto-generated and can not be modified.
  
  • The invoice amount is calculated based on the pricing your school defined when creating the fair and the fair options the employer selected.
    • If you need to change the invoice amount for some reason, you should edit the career fair registration to add a discount or add any extra items to help adjust the amount due, then generate a new invoice.
• Subject is auto-generated based on the employer’s name and the fair’s name. You’re welcome to change it if desired.
• Custom Message is populated with the Default invoice message if one was configured for the fair. You can change the message just for this employer here on the invoice form, or you can change the message for all future invoices by editing the Default invoice message in the fair’s details.

4. When you finish filling out the form, click the blue button Finish and Send, located in the lower-right corner of the popup. This will send the email with the invoice attached to the selected recipients. The payment status associated with the employer will reflect that an invoice has been sent.

After an invoice is sent you'll have the option to view it using the same steps above to view/create invoices. There are options to download and resend invoices from this page.  

Note: once an invoice is created, you cannot update the amount. You will need to create a new invoice for any additional add-ons or adjustments. 

Below is an example of an invoice email sent to the employer: 

Below is an example invoice for an employer that has selected a manual payment method:

Below is an example invoice for an employer that has selected a credit card payment method (note the Pay Here link below the itemized description):