Getting an invoice

Some businesses email you an invoice automatically. If yours has not, or your accounts team needs a formal document before they will release the funds, you can raise one yourself from your booking page.

This article covers how to generate an invoice, the one step people get caught by, getting it made out to the right company, what the invoice covers, and where to find it again later.

Generating one

1. Open your booking from the link you were sent.
2. Agree to the terms if you have not already.
3. In the Pay by direct bank transfer panel, click one of the bank transfer buttons to say what you are sending.
4. Under "Need a formal invoice for your records or accounts team?", click I need an invoice. Generate an invoice.

Step 3 is the one that catches people out. The invoice option only appears after you have said a transfer is coming. Nothing is charged and no money moves when you click that button: it records what to expect, and it is what tells the page there is an amount to invoice you for.

Getting the details right first

Once you have said a transfer is coming, the panel shows who your invoice will be made out to. If your accounts team needs it made out to your company, or needs an ABN, an address or anything else on it, click Edit invoice details before you generate it. You can change:

• The company or organisation.
• The person's name the invoice is for the attention of.
• The address and business number.

Click Save invoice details. The invoice you generate next uses those details, and so does any later invoice for this booking. The amounts stay the same, and emails about your invoices still go to the same address.

What happens next

One of two things.

Usually the invoice is issued straight away. The page says Your invoice is ready and a View invoice link appears with the invoice number on it. Open that to view, download or print a PDF and forward it wherever it needs to go.

Occasionally the business needs to send it themselves, in which case the page says Thanks, your invoice is on its way by email and they are prompted to send it. Either way you do not need to chase it.

What is on it

You get one invoice for the booking, not a separate document per payment.

When a deposit is due, the deposit shows on it as the amount to pay now, with the rest scheduled. Where the invoice can be paid by card, it carries its own Pay button too, so your accounts team can settle it from the document rather than going back to the booking.

Changing the details after it is issued

Open the invoice and click Edit invoice details at the top of the page. As well as the company, name, address and business number, you can add a PO or reference number there. Save, and the invoice, its PDF and its link all show the new details straight away, so you can download the updated PDF and send it on.

You can change the details until the invoice is paid. After that, ask the business if something needs correcting.

Finding it again

Your booking page lists every invoice issued to you below the document, with its number, date and total. Click one to open it.

If your event portal is open to you, the same invoices are listed under Your invoices, each with a View & pay button.

Next

• Paying a deposit, progress payment or balance.
• What the booking portal is for what else is at your link.