--- title: "Expense Cards, Payment Links and Invoices for Events" description: "Give your event team Vault cards with limits, keep a receipt behind every payment, and collect deposits and sponsorship with payment links and invoices." canonical: "https://www.ticketfairy.com/features/vault/cards-invoices-and-payment-links" --- # Expense Cards, Payment Links and Invoices for Events 1. [Features](https://www.ticketfairy.com/features) 2. [Vault](https://www.ticketfairy.com/features/vault) 3. Cards, links & invoices # Give Your Team Cards and Get Paid for Everything That Is Not a Ticket Production managers and runners spend for your events every week, and paying them back out of their own pockets slows the whole team down. Table deposits, venue hire and sponsorship rarely go through a ticket checkout, so they arrive as bank transfers you chase and match by hand. Vault gives each person on your team a card that spends from your Vault balance, with the limits, dates and places you choose and a receipt behind every payment. Payment links and invoices bring the money that is not a ticket into the same balance, and show you who has paid. [Get started free](https://manage.ticketfairy.com/registration) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - Nobody on your team waits to be paid back - A receipt and an event behind every card payment - Deposits and sponsorship paid without chasing ![Ticket Fairy Vault Issued cards page listing three team cards with their cardholder, event and status, with Issue several cards and receipt reminders](https://www.ticketfairy.com/embeds/posters/marketing-vault-cards--issued-cards.png) ## 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](https://www.ticketfairy.com/guides/issue-vault-cards) ![Ticket Fairy Vault Card information for an active virtual card in a team member's name, with its number hidden and its card details below](https://www.ticketfairy.com/embeds/posters/marketing-vault-cards--card-details.png) ## 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](https://www.ticketfairy.com/guides/issue-vault-cards) ![Ticket Fairy Vault Create card with Crew card for an event chosen and its controls open: the dates it works, a daily limit, ways to pay and where it works](https://www.ticketfairy.com/embeds/posters/marketing-vault-cards--crew-card.png) ## 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](https://www.ticketfairy.com/guides/issue-vault-cards-to-your-event-crew) ![Ticket Fairy Vault Issue several cards with four crew members chosen, the crew card preset, the event and a name for each card](https://www.ticketfairy.com/embeds/posters/marketing-vault-cards--bulk-issue.png) ## 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](https://www.ticketfairy.com/guides/freeze-cancel-or-change-a-vault-card) - [Get Your Ticketing Work Done by Asking Fai](https://www.ticketfairy.com/features/fai) ![Ticket Fairy Vault Manage this card for a frozen production card, with Unfreeze card, Cancel card, its spending limits and the event it is linked to](https://www.ticketfairy.com/embeds/posters/marketing-vault-cards--frozen-card.png) ## 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](https://www.ticketfairy.com/guides/add-receipts-to-vault-card-payments) - [Track what your event team spends on Vault cards](https://www.ticketfairy.com/guides/track-vault-spending) ![Ticket Fairy Vault card payment with its receipt added, the total read from it, a note and the event it was for](https://www.ticketfairy.com/embeds/posters/marketing-vault-card-spend--receipt-and-note.png) ## 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](https://www.ticketfairy.com/guides/report-a-problem-with-a-vault-card-payment) ![Ticket Fairy Vault Report a problem with this payment for a card payment to a stage supplier, with what went wrong, how much is wrong and evidence to add](https://www.ticketfairy.com/embeds/posters/marketing-vault-card-spend--report-a-problem.png) ## 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](https://www.ticketfairy.com/guides/get-paid-with-vault-payment-links) - [Earn More From Every Buyer With Extras They Want](https://www.ticketfairy.com/features/add-ons-and-upsells) ![Ticket Fairy Vault Create a payment link dialog for a VIP table deposit that can be paid once](https://www.ticketfairy.com/embeds/posters/marketing-vault-get-paid--create-link.png) ## 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](https://www.ticketfairy.com/guides/manage-vault-invoices) ![Ticket Fairy Vault Invoices page listing four invoices with their customer, amount, status, payment and due date](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--invoices.png) ## How Organisers Use Vault Cards, Links and Invoices - ### A Festival Build Crew A festival gives each of its site crew a virtual crew card for the build, linked to the event and working only around the event dates. When one runner loses a phone, the site manager freezes that card and the rest of the crew carry on. - ### A Tour Manager on the Road A tour manager pays hotels and van hire with a card named Tour float and photographs every receipt into Vault. At the end of the run, the accountant finds a receipt and the show beside every payment. - ### A Club Taking Table Deposits A club sends each [table booking](https://www.ticketfairy.com/event-ticketing/table-booking-software) a payment link paid once, for the deposit, in the booking confirmation. Payment links shows which deposits are paid, and the money is in the club's Vault balance before the night. - ### A Band Taking Merchandise Pre-Orders A band shares one link where fans choose the amount and pay in pounds or euros, many times over. The link stops taking payments on the last day the band set, and the pre-order money is ready to pay the printer. - ### A Conference Billing Sponsors A conference invoices each sponsor for its package with line items and a due date. Fai suggests marking an invoice paid when a matching transfer arrives and drafts a reminder for the one that is late. [Get Started for Free](https://manage.ticketfairy.com/registration) [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) **Get this page as a PDF** Read it later or share it with your team. We email you a link to the PDF. What to put in your PDF Enter your email We will email you this deck. We may also email you now and then about Ticket Fairy features that can help your events. You can unsubscribe at any time with one click. ## See It in Your Dashboard - ![Ticket Fairy Vault Spending limits being edited, with the currency and the per payment, per day and per month limits](https://www.ticketfairy.com/embeds/posters/marketing-vault-cards--edit-limits.png) Raise or lower a card's limits per payment, per day or per month before the next payment. - ![Ticket Fairy Vault Cardholders page with three team members, their email, mobile number and status](https://www.ticketfairy.com/embeds/posters/marketing-vault-cards--cardholders.png) Add each team member once and issue them as many cards as they need. - ![Ticket Fairy Vault Card activity with five card payments, their receipts and the events they were for](https://www.ticketfairy.com/embeds/posters/marketing-vault-card-spend--card-payments.png) See at a glance which card payments still need a receipt or an event. - ![Ticket Fairy Vault Card activity Disputes with one dispute being reviewed, one decided in the brand's favour and one sent to the card network](https://www.ticketfairy.com/embeds/posters/marketing-vault-card-spend--disputes.png) Follow every dispute from the day you report it until the card network decides. - ![Ticket Fairy Vault Get paid page with a paid VIP table deposit link, merchandise pre-orders taking payments, a sponsorship link turned off and a group deposit that ended](https://www.ticketfairy.com/embeds/posters/marketing-vault-get-paid--payment-links.png) See what each payment link collected and which ones are still taking payments. - ![Ticket Fairy Vault finalised invoice for a food stall pitch, with its line item, total, due date, invoice link and PDF](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--finalised-invoice.png) Finalise an invoice to get its link and its PDF for your customer. ## Set It Up Step by Step - [Let your event team spend with Vault cards](https://www.ticketfairy.com/guides/issue-vault-cards) - [Issue Vault cards to your whole event crew at once](https://www.ticketfairy.com/guides/issue-vault-cards-to-your-event-crew) - [Freeze, cancel or change the limits on an event team's Vault card](https://www.ticketfairy.com/guides/freeze-cancel-or-change-a-vault-card) - [Add receipts, notes and events to your team's Vault card payments](https://www.ticketfairy.com/guides/add-receipts-to-vault-card-payments) - [Report a problem with an event supplier's Vault card payment and follow the dispute](https://www.ticketfairy.com/guides/report-a-problem-with-a-vault-card-payment) - [Track what your event team spends on Vault cards](https://www.ticketfairy.com/guides/track-vault-spending) - [Collect table deposits, venue hire and sponsorship for your events with Vault payment links](https://www.ticketfairy.com/guides/get-paid-with-vault-payment-links) - [Invoice sponsors and partners for your event from Vault](https://www.ticketfairy.com/guides/manage-vault-invoices) ## Questions About Vault Cards, Payment Links and Invoices ### Cards, links & invoices #### Who on my team can issue cards, create links and raise invoices? You can with an owner or admin login on the brand, once your brand's Vault account is active. Promoter, door and stats logins do not see Vault, so they ask an owner or admin of the brand. #### What do I need to add a cardholder? The person's email, mobile number, date of birth and home address, and their agreement to hold a card in their name. A cardholder must be at least 18, and the email cannot be changed once the cardholder exists. #### How many cards can I issue at once? Issue several cards makes up to 50 virtual cards in one go, each for a cardholder you have already added. You issue a physical card to one person at a time with Create card. #### Should I freeze or cancel a lost card? Freeze it first: new payments stop at once, and you can unfreeze it if it turns up. Cancel it once you know it is gone for good, because a cancelled card can never be used again. Freezing does not stop a purchase that was already authorised. #### Why does one card payment appear twice in Card activity? The card holds the money first, then the purchase settles and the hold is released. Each of those is its own row, and only the settled purchase is money spent. Card activity shows the latest 30 days; for older movements, ask for All activity on the Statements page. #### Which payments need a receipt, and when does Fai remind a cardholder? Purchases and holds need one; you can add a JPEG, PNG, GIF, WebP or PDF of up to 10 MB. Fai drafts a reminder when a settled payment at or above your Remind from amount has had no receipt for 3 days. The amount starts at 25 in each payment's currency, only the brand owner changes it, and each card gets a reminder at most once a week. #### How long does a card dispute take? The card network's review can take several weeks. You can add up to 5 files of evidence, and a refund cannot be disputed. A dispute ends as Decided in your favour, Decided against you, Not accepted, Withdrawn or Closed without a decision. Where you can, ask the supplier first, because a refund from them is quicker. #### Should I use a payment link or an invoice? Use a payment link when the payer pays on the spot, such as a table deposit or a merchandise order. Use an invoice when a business needs line items and a due date, such as a sponsor or a partner venue. Tickets sold to a company [group booking](https://www.ticketfairy.com/event-ticketing/group-ticket-sales) are invoiced from the booking itself. #### How many currencies and how long can a link take payments? A link where the payer chooses the amount can take up to 10 currencies. A link takes payments until you turn it off, or until an end date you set, which can be up to a year ahead. The link opens only that payment page, not your dashboard. #### Can I change an invoice after I finalise it? No. Only a draft can be edited or have line items added or taken off. If a finalised invoice is wrong and still unpaid, void it and create a new one. Marking an invoice paid and voiding it cannot be undone, and a Days from now due date counts from the day you finalise the invoice. ## Explore More of Ticket Fairy - [Account & balances Open a Vault account for your brand, see what you can spend in each currency and what each event made, take payments from abroad, convert currencies and download statements. Vault](https://www.ticketfairy.com/features/vault/vault-account-and-balances) - [Pay people Keep who each event owes on the event, pay artists, suppliers and crew from Vault one at a time, in a batch or on a schedule, and require two people on every payment. Vault](https://www.ticketfairy.com/features/vault/paying-artists-suppliers-and-crew) - [Company bookings Sell blocks of passes to companies with their purchase order and payment terms, get sign-off from your approvers, raise one invoice with a payment link and hold the block until it is paid. Promo codes & discounts](https://www.ticketfairy.com/features/promo-codes-and-discounts/company-group-bookings) - [VIP tables & auctions Sell VIP tables and bottle service with a party size, an online deposit and an identity check, credit each booking to the promoter who sold it, and run auctions where only the winners are charged. Add-ons & upsells](https://www.ticketfairy.com/features/add-ons-and-upsells/vip-tables-and-auctions) [Back to **Vault**](https://www.ticketfairy.com/features/vault) [Previous **Pay people**](https://www.ticketfairy.com/features/vault/paying-artists-suppliers-and-crew) Ticket Fairy in full: [ticketing platform](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page. ## Sell more tickets. Build the crowd that comes back. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started](https://manage.ticketfairy.com/welcome) [Talk to Fai Now](#) Ask Fai, our AI assistant, about Ticket Fairy’s features, pricing and how it could work for your event. No credit card required ## Book a demo call See the referral model that drives 20% more ticket sales on average, learn which campaigns sell tickets, answer buyers faster and keep queues moving. How many tickets do you sell per year? 45-Minute Video Call Pick a Time That Works for You --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)