How to Send Invoices and Record Charges for an Event

Invoices help remind employers to complete their payment for events or fairs. Use these, as well as recording charges to manage employer payments.

The contacts that you select on the Manage Invoice page will receive an email with the invoice information that will link them directly to the event where they can make a payment.You can learn more about how an employer can pay for an event here. 

Note: Employers can pay for the event before they are invoiced - so after the event is created/approved the employer will be able to pay for the registration. You do not need to generate an invoice before an employers pays for an event registration. 

Topics:

• How to Send an Invoice
  • Resend Invoice
• Manually Record a Charge
  • Review Charges

How to Send an Invoice

Before we begin: Review How to Charge for an Individual Event to learn about the setup process for Event Payments. If you are ready to send an invoice to an employer or manually record a charge you can follow these steps:

1. Select the event you want to send an invoice for.
2. Select the three dots in the upper-right section of the event page and choose Manage employer payments.
3. If there are no employers listed here, select Add Employer and search for the employer you want to add.
4. Select View/Create Invoices.
   
5. Select Create New Invoice.
6. Select the representatives that you'd like to receive this invoice, review the amount due. Update the invoice message and select Finish and Send.
   
   

Resend Invoice

1. Open the Manage Employer Payments section of the event
2. Click View/Create Invoices
3. Click Download or Resend... to resend the the invoice

Manually Record a Charge

1. Open the Manage employer payments page on an event.
2. Select Manually record charge.

3. Add the Amount, Private notes (only staff members can view these), and a Custom message for the recipient email.
   

   To resend charges, select the dropdown arrow and choose Resend Charge Receipts. 

   Note: The payment status will update based on whether the employer has paid or not. If they paid less than the total amount, it will still show as Unpaid. If they pay the full amount, the status will update to Paid.

   

    

   Review Charges

   To view the Employer Charges, select Employer Payment History from the three dots menu in the upper-right section of the Event page. The employer's payment history will be displayed, as well as an option to Download Charges CSV.