Give Your Team Cards and Get Paid for Everything That Is Not a Ticket

Let the People Running Your Events Pay Straight From Vault

Each team member is added once as a cardholder and can hold a virtual card to pay online, by phone and in apps, or a physical card for the tills on site. The card is made out in their name and spends from your Vault account, so suppliers are paid on the day and nobody chases you for expenses. Each card carries a nickname such as Production float and the event it pays for.

A virtual card has its number ready as soon as it is issued, which suits a runner booking vans or a tour manager paying for hotels online. A physical card suits someone buying supplies at a builder's merchant on site. Every payment in Card activity shows the event beside it, so card spend lands on the right show.

• Virtual cards: a card number to pay with as soon as the card is issued
• Physical cards: carried by the cardholder and made out in their name
• Linked to the event: each payment shows the event it was for

• Let your event team spend with Vault cards

Set the Right Limits by Choosing What the Card Is For

Say what the card is for and Vault sets sensible controls that you can change. A crew card works from the day before your event starts to the day after it ends, with a daily limit. A supplier card pays one kind of business, up to the amount you agree and until a date you choose. A subscriptions card works online only with a monthly limit, and Your own settings leaves every rule to you.

Adjust controls gives power users the rest: one payment or many, limits per payment, day or month, the ways the card can pay, cash withdrawals, and where and when it works. A card set to One payment, then it stops suits a single deposit.

• Crew card for an event: works around your event dates, with a daily limit
• Supplier card: one kind of business, one amount, until a date you choose
• Online subscriptions: online only, with a monthly limit
• Adjust controls: payments, limits, ways to pay, cash, places and dates

• Let your event team spend with Vault cards

Give Your Whole Crew a Card Each in One Go

Before a festival build, give everyone on the crew who needs a card the same purpose, event and limit in one go. Vault suggests a name for each card, which you can change, and shows every card with its controls before you issue them together. Each person gets their own card with the same limits and dates, so nobody shares a card and you can freeze one without stopping the rest.

The results show each card as Issued, or say when a person's details need correcting on the Cardholders page first. Try the cards that were not issued again, and Vault never gives a second card to someone who already got one from the same set.

• Issue several cards: one set of controls for the whole crew
• A name on every card: suggested from the event and the person
• Review before you issue: every card and its controls in one list

• Issue Vault cards to your whole event crew at once

Freeze, Change or Cancel Any Card in Seconds

Freeze a lost card and every new payment with it is declined until you unfreeze it, then cancel it once you know it is gone for good. Raise a limit before a big supplier order, change where and when a card works, rename it or link it to another event from Manage this card. If a teammate changed the same card while you were editing, Vault shows you the card as it is now and saves nothing over their change.

Ask Fai, the assistant inside your dashboard, who needs a card, what it is for, the limit and the event, and she issues virtual cards to the cardholders you have added, one person or the whole crew. She can freeze, unfreeze or cancel a card, change its limits and controls, rename it and link it to an event. She shows you each card and each change, and waits for your yes before she makes it.

• Freeze and unfreeze: payments stop at once and start again when you say
• Edit limits: per payment, per day and per month
• Cancel card: for a card that is gone for good
• Ask Fai: cards issued and changed after you agree

• Freeze, cancel or change the limits on an event team's Vault card
• Get Your Ticketing Work Done by Asking Fai

Keep a Receipt and an Event Behind Every Card Payment

Card activity lists what each Vault card did, newest first: the merchant, the card by its nickname, the amount and its status. Add a photo or PDF of the receipt to a payment, and Vault reads the total and the business from it. If the total does not match the payment, the payment says Amount differs, so you check it is the right receipt or add a note that explains the difference.

A note and the event sit on each payment, and the RECEIPT and EVENT columns show which payments still need one. Holds, settled purchases, refunds and released holds each have their own row, and a payment in another currency shows what the merchant charged beneath your amount. A declined payment says why in a sentence, with what to do next.

Receipt reminders let you pick the amount that matters to you. When a card payment at or above it is still without a receipt, Fai drafts a reminder to the cardholder and emails it once you agree. She can add card payments to the right event budget, and she flags card spend that looks out of the ordinary, so you can freeze the card quickly.

• Receipts on payments: a photo or PDF, with the total read for you
• Amount differs: shows when a receipt does not match the payment
• Receipt reminders: Fai drafts them and you send each one
• Unusual card spend: flagged so you can act on the card

• Add receipts, notes and events to your team's Vault card payments
• Track what your event team spends on Vault cards

Report a Card Payment That Went Wrong in Your Own Words

A supplier charged the production card twice, or the staging never arrived. Report a problem with this payment from the payment itself and say what happened in your own words, for all of the payment or part of it, with the invoice, the supplier's emails or the delivery note as evidence. Vault raises the dispute with the card network under the reason that fits.

Disputes in Card activity follows each one, with what went wrong, the payment, the amount, its status and when it last changed, from Sent to the card network and Being reviewed through to the decision.

• Your own words: Vault gives the card network the reason that fits
• Evidence: invoices, supplier emails and delivery notes
• Disputes: every report with its status and its latest change

• Report a problem with an event supplier's Vault card payment and follow the dispute

Take Table Deposits, Hire Fees and Pre-Orders With a Link

A payment link names what the payment is for, such as VIP table deposit, with the amount and currency, and can be paid once or many times. Share it in your booking confirmation or a message, or email it from your brand. The payer opens a page with your brand's name, what the payment is for and the amount, and the money lands in your Vault balance.

For merchandise pre-orders or group deposits of different sizes, let the payer enter the amount in the currencies you accept. More options adds details for the payer, the event the money is for and the last day to pay. Payment links lists what each link Collected, and you turn a link off whenever you are done, with the payments already made staying in your balance.

• Set amount: the same amount for every payer, in one currency
• Payer chooses: the payer enters the amount on the payment page
• Send by email: the link goes to the payer from your brand

• Collect table deposits, venue hire and sponsorship for your events with Vault payment links
• Earn More From Every Buyer With Extras They Want

Invoice Sponsors, Traders and Partner Venues From Your Brand

When a sponsor or a partner venue needs a proper invoice, raise it from Vault. Each invoice carries the customer, the currency and whether they pay online from the invoice or by bank transfer, with a due date and a memo such as the event and what the invoice covers. Line items come from the products and prices you save, such as a headline stage sponsorship or a stall pitch, and a finalised invoice has its own link and PDF to send.

Every invoice shows its status and whether it has been paid, so your team sees at a glance who still owes you. An invoice paid through its link shows Paid. When a customer pays by bank transfer, mark the invoice as paid once the money arrives. If plans change, void an unpaid invoice, and it stays in the list for your records.

Ask Fai to create a payment link, email it or turn it off, and to add a billing customer, draft an invoice, finalise it, mark it paid or void it. When money arrives that matches an invoice you sent, she suggests marking it paid, and she drafts a friendly reminder for an invoice that is overdue. Each change and each email waits for your yes.

• Billing customers: the people and companies your brand bills
• Line items: saved products and prices, with tax and totals
• Mark as paid or void: for bank transfers and changed plans
• Overdue reminders: drafted by Fai and sent from your brand when you agree

• Invoice sponsors and partners for your event from Vault