How to Collect Payments by Invoice from Registrants

Collecting payments via invoice is a flexible and professional way to handle transactions, especially for group bookings or when attendees prefer to pay via bank transfer. This guide provides a detailed walkthrough of how to enable and manage the "Pay by Invoice" feature for your event, ensuring a smooth payment process for both you and your attendees.

How to enable Pay by Invoice

To allow attendees to pay by invoice, follow these steps:

Navigate to your event dashboard and go to Event setup > payment methods. Under the Accept payments offline section, select the Pay by invoice option.

Configure recipient/payee details

The recipient or payee details are collected from the registrant during the registration process. These details will be displayed on the invoice for reference. To include these fields in the registration form:

Select the checkboxes for the following fields:

• Recipient Company (if applicable)
• Recipient Billing Address

Allow online invoice payments (optional)

If you want to give attendees the option to pay their invoices online, you can enable this feature:

Toggle the option to Allow online invoice payment.

Enter your business details

Your organization’s details will be displayed on the invoice to ensure professionalism and clarity. To add these details:

Enter the required information, such as:

• Business name
• Billing address details

These details will appear on the invoice, making it easy for attendees to identify your business.

Add additional instructions or notes

You can include specific instructions or notes in the invoice communications to guide attendees. For example:

• Payment due date
• Bank account details for wire transfers
• Special terms or conditions (e.g., late payment fees)
• Contact information for payment-related queries

These fields will automatically appear on the registration form, and the provided information will be printed on the invoice.

Set up automatic pending payment reminders

To ensure timely payments, you can configure the system to send automatic reminders to attendees with pending invoices:

Enable the option to send Automatic Pending Payment Reminders.

You can send up to 3 reminders to attendees.

Specify the number of days after which the system should automatically cancel an order with pending payments. This helps you manage unpaid orders efficiently.

Save your changes to activate this payment method for your event.

How Pay by Invoice works

Registration and invoice generation

• When an attendee registers and selects the "Pay by Invoice" option, a pending order email will be sent to them.
• The email will include a Download Invoice option, allowing the attendee to access the invoice and view the payment details.

Payment confirmation

• Once the attendee makes the payment (via bank transfer or online payment), you (the organizer) must manually confirm the order in your event dashboard.
• After confirming the payment, the system will automatically send the tickets or a confirmation email to the attendee.

Best practices for managing invoice payments

Communicate clearly: Ensure that your invoice includes all necessary details, such as payment due dates, bank account information, and contact details for support.

Follow up: Use the automatic reminder feature to gently nudge attendees with pending payments.

Stay organized: Keep track of all invoices and payments manually to avoid discrepancies.

Need Help?

If you have any questions or need further assistance with setting up or managing invoice payments, feel free to contact our support team at help@eventzilla.net.

By following these steps, you can seamlessly manage invoice payments for your event, providing a professional and hassle-free experience for your attendees.