Billing and Invoicing

Billing and Invoicing

Billing & Invoicing: Getting Started

YES! That's right! You can easily add, manage, and track invoices for all of your billable items and/or products, as well as receive payments right inside of Event Scheduler! 

To get started, take the following steps:

ADDING BILLING AND INVOICING TO YOUR PLAN

Any Admin given user permissions to be a "Billing Contact" can go to the left sidebar of their dashboard. Select Settings > Other > Billing > Manage OR  go to the top right of their dashboard, select Billing from the drop-down menu to the right of the person icon to add Billing & Invoicing to their plan and then select Update Subscription.

NOTE: The Event Scheduler module is required when using Billing & Invoicing.
Once your subscription has been updated, you will see Billing and Invoicing on the left sidebar of your dashboard!

USER PERMISSIONS 

Any Admin can go to Settings > Basic > Users to add new user permission for users called Billing and Invoicing Admin? and SAVE.
NOTE: All Admins automatically have full access to Billing and Invoicing; however, you can give other users this permission so that they have access to all billing and invoicing functionality.

ADD FUNDING ACCOUNT 

This allows you to process payments inside Event Scheduler! 

NOTE: You can skip this step if you have already set up a SafeSave account for Event Registration and Online Giving.

1. Go to the left sidebar, select Billing & Invoicing > Funding Accounts and add SafeSave Payment Services as your Billing Provider. 

NOTE: Once your application is approved, you will be able to use your API key to process credit card payments. 

2.  Next, select Add New Funding Account, complete the form adding the desired name of funding account, the API Key given by SafeSave, description, and SAVE.
NOTE: You can add multiple funding accounts based on your needs!



ADD YOUR BILLING & INVOICING SETTINGS (Billing & Invoicing > Settings > ...)

Invoice Settings

Complete the form by adding your Organization Details (Name, Address, Contact Number). Within Invoice Settings, you can enable/disable the setting to Allow multiple Invoices/Proposals for the same event and select your desired invoice generation option. You can select Automatically, which generates an invoice number automatically, OR select Manually to select the next invoice number. Continue by adding a Memo and/or uploading a Logo if desired and SAVE.


Contacts

Manage all of your contacts here (add a new contact, edit contact and add a note, delete contact, and search). You can view and filter by Name, Organization, Email, Phone, and Invoices for each contact. You can export your contacts to Excel.


Tax Rates

Add/define your tax rates so that you can add to any purchase (sales tax, rental tax, etc.). To get started, click the Add New Tax button, add the tax name, tax percentage rate, and SAVE.

NOTE: If you already are using Event Registration/Ticketing and/or Online Giving, you can skip this step as this information is already shared!

Products

Add products that can be purchased, such as books, t-shirts, CDs, etc.

NOTE: If you already are using Event Registration/Ticketing and/or Online Giving, you can skip this step as this information is already shared!


CHOOSE YOUR DESIRED BILLABLE ITEMS (Settings > Basic > and select Spaces, Resources, or Services)

Select the desired item and click on the blue edit button. Complete the Billing Options form (select is billable, choose price type, price amount, tax rate) to make your item a billable item.

NOTE: This section is only visible if using Billing & Invoicing.
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Within your item grid, you will then see that the billable item has a Billable tag and marked Is Billable? (see example below). When you hover over the green checkmark for the billable item, you will see the cost associated.

NOTE: The billable tag is automatically added within the system when you mark an item billable. It cannot be removed unless you deselect Is Billable? The name cannot be edited. However, you do have the option to change the tag color.



Go to the right bottom of the screen, select SAVE, and repeat the process until you've added all of your billable items.


NOTE: All Billable items will be filterable when adding items within an event!



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