Managing 'Invoices & Payments' in your event

In getregistered®, we offer a wealth of options that enable to monitor and manage your event payments. These can be found in your 'Invoices & Payments' area:

By clicking on this tile on your Event Dashboard, you will be presented with the following areas:

All Invoices

This tab will display a grid showing all invoices created for your event per attendee. The main grid allows you to search, sort and filter all attendee invoices, as well as issue payment reminder emails for any pending invoices 'en masse' via the green 'Payment Requests' button. By clicking on the 3 dots at the end of a row, you can choose to view a compound invoice summary or delete the invoice:

All Payments

Displays all individual payments made per attendee. To view an individual payment, click on the 3 dots at the end of a row to view a summary of the transaction. This table can be downloaded in CSV/XLSX format by clicking on the 'Downloads' button.

All Refunds

Displays all individual refunds made per attendee. To view an individual refund, click on the 3 dots at the end of a row to view a summary of the transaction. This table can be downloaded in CSV/XLSX format by clicking on the 'Downloads' button.

All Line Items

Displays all individual line items created per attendee. To view an individual line item, click on the 3 dots at the end of a row to view a summary of the transaction. This table can be downloaded in CSV/XLSX format by clicking on the 'Downloads' button.

How do I view an attendee's invoice?

When interacting with the All Invoices tab, click on the 3 dots at the end of the row for an attendee, and select the 'View' option.

You will then see a summary of the attendee's invoice. If the attendee's invoice is 'pending', you will see something similar to the following:

To the right of the page, a compound invoice will be displayed showing all items on the invoice and any payments made/deducted. To the left you will see a column showing you a card displaying all pertinent information for the invoice, with the ability to perform the following actions below:

1. Add Line Item - allows you to add a line item to the attendee's invoice
2. Add Discount Code - allows you to add a discount code against the attendee's invoice, reducing the  invoice balance accordingly once applied
3. Record Payment - allows you to record a payment against the current invoice. This can be an offline payment recording (eg cash, check etc), or if your payment gateway allows it, charge a card directly
4. Email Payment Reminder - allows you to send a notification to the attendee that will prompt them to pay the remainder of their invoice

When an invoice has been completely paid, the attendee's summary page will look something like this:

This has a very similar structure to the 'pending' status, with the exception of the invoice options displayed bottom left of the page. You still have the ability to record payments and add line items, but you will also see:

1. Add Receipt Message - this allows you add additional data to you attendee's receipt email, such as tax details or pertinent IDs/addresses relevant to the invoice
2. Email Receipt - sends a receipt email to the attendee containing the invoice data captured on the current page, as well as the 'Receipt Message' if added.
3. Email Refund Receipt - if the current invoice being interacted with has been refunded, you will see this option displayed. Selecting this will send a refund receipt to the current attendee.

What are the 3 dots displayed on an invoice summary?

When viewing an invoice, you may have spotted 3 dots displayed after some items on the main 'Invoice' summary and also the 'Payment History' section of the summary.

The 3 dots on an invoice 'item' allow you to delete the item from the attendee's invoice:

When deleted, it will be removed from the attendee's invoice and the invoice balance will be adjusted accordingly. Please note, that if a payment has already been made against this invoice, it may result in the attendee being in an 'overpayment' state.

The 3 dots on a Payment History 'item' will be displayed if you have a payment gateway enabled for your event and have taken a payment from the attendee. This option allows you to either delete the payment from the attendee's invoice, or issue a refund (depending on whether your payment gateway permits third party refund processing):

When a card payment is deleted, this will remove any payment records for the attendee, and the invoice balance will be reinstated to full value owing. If you choose to select 'Gateway Refund', getregistered® will process the refund for you using your payment gateway, and the attende will be refunded in the next 24-48 hours. You then have the ability to issue a refund receipt as noted earlier in this article.

How do I create a new invoice for an attendee?

If you wish to bill an attendee for an event charge that is not captured on your registration form, you have the ability to create a new invoice to bill an attendee by clicking on the 'New Invoice' button at the top of the All Invoices tab. You can also create a line item for a specific attendee when viewing their invoice by clicking on the 'Add Line Item' option - both forms are very similar, with the exception of there is no 'Select a Registration' option when creating a line item (as we already have the attendee's information present on the page).

Once you have clicked on the 'New Invoice' button, you will see the following form:

• Registration - this allows you to select the registration you wish to apply the invoice to
• Title - the label you wish to give the invoice/line item. This is a mandatory field.
• Description - this area allows you to add a description of the invoice/line item, that is shown on the invoice for both attendees and admins.
• Amount - the amount to be invoiced.

Once you are ready to proceed, click on the 'Save' button. The new invoice will be created and you will be returned to the attendee's invoice page, with the attendee's payment status updated accordingly.

How do I record a payment against an invoice?

To record a payment against an attendee's invoice, select to view the relevant invoice and select 'Record Payment':

You will then see the following page:

• Amount - the amount to be recorded as paid by the attendee against the current invoice. This is a mandatory field.
• Description - an optional area to add a description of the payment being made.
• Payment Date - the date you wish to record as the date of payment on the invoice
• Payment Method - the method used to make the payment against the invoice:

Simply populate the fields as required and click 'Save Payment' to proceed. The payment will then be recorded as specified on the form, and the attendee's invoice balance/status will be adjusted accordingly.

Can I record a payment using a credit/debit card?

Yes - if your payment gateway has the ability for getregistered® to charge a card, when selecting 'Record Payment', you will see the option to 'Charge a Card Instead?' displayed to the left of the page:

Clicking on this will display a form where you can add the attendee's card details and submit the payment via your payment gateway. If you decide you wish to revert to an offline payment capture instead before submitting the card payment, click on the 'Record a Payment Received Instead?' option to return back to the 'offline payment' form: