Fast Track Lesson 2A.5 - Attendee Financials

To help you manage and report on financial activity related to your event, this topic will explore how payments and refunds are handled in EventsAir, as well as provide insights into issuing invoices, credit notes, and performing other vital financial auditing and reporting functions.

In EventsAir, there are various methods available for accepting payments, including:

- Accepting payments through an interactive site during online registration

- Collecting and processing payments manually.

As an event organizer, you may also need to adjust payment amounts, issue refunds, and more.

It's important to have a thorough understanding of managing and accepting payments and financials in EventsAir before you begin creating or amending any records.

In this lesson, we'll guide you through the process of adding payment types and making payments on an attendee's record. Watch the video below to see how it's done:

It's a fact of life that attendees sometimes need to cancel, or require a refund for some other reason.

To cancel and refund items on an attendee record, you can either:

- Process the refund externally (e.g. through your own payment provider), then record it in EventsAir; or

- Use the payment gateway setup within your event to process the refund.

Which one you'll choose depends on your specific preferences and requirements.

Issuing invoices and credit notices is straightforward in EventsAir, with a standardized invoice template you can use when billing attendees or clients.

You can manually issue individual invoices or credit notices, or take advantage of the Express Actions feature Issue Invoices to do this in bulk. You can also create a standard mailout process for requesting final payments, attaching the correct invoice(s) for each attendee.

For more information on invoicing and credit notices in EventsAir, watch the video below.

There may be times when you need to include additional miscellaneous charges in your event, such as late booking fees. You can manually add miscellaneous charges, or set up automatic additions, and even customize the invoice layout specifically for these charges.

You can also generate temporary Pro Forma invoices for clients or attendees who require an early invoice, even before all fees and items have been finalized. These Pro Forma invoices can be generated either on a record basis or from the Financial reports under the Reports tab.

To learn more about these features and how to use them effectively, see the video below.

When organizing an event, it is quite common to accept partial payments, where the balance will be paid later, or split payments, where one payment covers items for more than one person.

Rather than trying to keep track of these manually, which is prone to errors, EventsAir makes it faster and easier to manage partial and split payments while keeping track of outstanding balances.

This is particularly useful when a group leader is making payments on behalf of multiple individuals within an organization.

For more information of how to use these features in your event, check out the video below.

Accurate auditing and reporting of your event's financial transactions are vital tasks for most event planners. In EventsAir, you have access to Audit Trails, which provide detailed records of financial transactions that you can review and report on whenever necessary.

You can also run helpful reports to track payments, payments and refunds to and from both suppliers and attendees.

Watch the video below to learn more about using the Audit Trail and reporting features to effectively manage and track your financials.

Congratulations on completing the Advanced topic on Attendee Financials! In this lesson, we covered various aspects of recording payments, including split and partial payments, creating Pro Forma and final invoices for attendees, invoicing for miscellaneous charges, and reporting on financials.