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Vault ja Capital

Invoice sponsors and partners for your event from Vault

Sponsors, food traders and partner venues pay for their part of your event by invoice, not at a ticket checkout. You can raise those invoices from your brand's Vault, and your team can see which ones are still unpaid.

Raise an invoice from your brand's Vault for a sponsor, a trader or a partner venue at your event, finalise it and send them its link, then mark it paid or void it if plans change.

Kenelle
Invoicing the sponsors, traders and venues behind your events
Kestää
10 minuuttia

Ennen aloitusta

  • You're an owner or admin on the brand, and Vault is switched on for it. Ask Ticket Fairy support to switch Vault on for your brand if Vault isn't in your brand's menu.
  • Your Vault account has finished onboarding. Invoices appears in the Vault menu once the account is active.

  1. Open Invoices

    Pick the brand, open Vault, then select Invoices.

    Huomautus: The Invoices tab lists the brand's invoices with the customer, amount, status, payment and due date of each.

    Ticket Fairy Vault Invoices page listing a new draft sponsorship invoice, a food trader's unpaid invoice, a paid arts grant and a voided invoice
    Vault, Invoices.

Invoice status and payment

Each invoice carries a status, which says where it is in its life, and a payment label, which says whether it has been paid.

  • Draft: You can still change the customer, due date, memo and line items.
  • Finalized: The invoice is issued. Its customer, currency, due date, memo and line items are fixed.
  • Voided: The invoice is cancelled. It stays in the list for your records.
  • Unpaid: No payment has been recorded against the invoice yet.
  • Paid: The payment has been recorded, through the invoice's link or because someone on your team marked it as paid.

  1. Select the Customers tab

    Optional: If you haven't invoiced this customer from Vault before, select the Customers tab.

    Huomautus: Customers lists the people and companies the brand bills. Each invoice goes to one of them.

    Ticket Fairy Vault Invoices page on its Customers tab, listing a food trader, a brewery, an arts council and a venue the brand bills
    Vault, Invoices, Customers tab.

  2. Select New Customer

    Select New Customer. The Create Billing Customer dialog opens.

    Ticket Fairy Create Billing Customer dialog with the customer type, name, email, phone number and billing address fields
    Invoices, Create Billing Customer.

  3. Choose a person or a company

    In Customer Type, choose who you're billing.

    • Individual: A person, such as a food trader or a freelance artist. The form asks for their Full Name.
    • Business: A company, such as a sponsor or a partner venue. The form asks for the Business Name.

  4. Enter the customer's details

    Enter the name, then the Email and Phone Number your customer uses for invoices.

    Huomautus: Only the name is required. Address (Optional) takes their billing address.

  5. Save the customer

    Select Create Customer. The customer joins the list on the Customers tab.

  6. Select New Invoice

    On the Invoices tab, select New Invoice. The Create Invoice dialog opens.

    Ticket Fairy Create Invoice dialog with the customer, currency and collection method, and an optional due date and memo
    Invoices, Create Invoice.

  7. Choose the customer

    In Customer, choose who you're billing.

    Huomautus: The list starts with 20 customers. Select Load more customers under it to see the rest.

  8. Choose the currency

    In Currency, choose the currency you're billing in.

    Huomautus: Every price on the invoice has to be in this currency, and the currency can't be changed after you create the invoice.

  9. Choose how your customer pays

    In Collection Method, choose how the payment reaches you.

    • Charge on Checkout: Your customer pays through the invoice's link. This is the default.
    • Send Invoice (Out of Band): Your customer pays you another way, such as a bank transfer, and you mark the invoice as paid when the money arrives.

  10. Choose a due date

    Optional: To give the invoice a due date, choose how in Due Date.

    • Days from now: Days Until Due takes a number of days, such as 30, counted from the day you finalise the invoice.
    • Specific date: A calendar takes the day the payment is due.

    Huomautus: The dialog opens on No due date.

  11. Enter a memo

    Optional: Enter a note in Memo (optional), such as the event and what the invoice covers.

    Huomautus: Your customer sees the memo and the due date on the invoice.

  12. Create the draft

    Select Create Invoice. The invoice joins the list as a Draft.

  13. Open the draft's details

    Select the invoice number in the draft's row. The invoice opens with its details and its line items.

    Huomautus: A new draft shows No line items until you add what you're charging for.

    Ticket Fairy Vault invoice details for a new draft sponsorship invoice, with no line items yet and the Add item button
    Invoices, a draft invoice.

  14. Select Add item

    Select Add item beside Line items. The Add line item dialog opens.

    Huomautus: Add item appears only while the invoice is a draft.

    Ticket Fairy Add line item dialog with the product, price and quantity fields and the running total
    Invoice details, Add line item.

  15. Choose the product

    In Product, choose what you're charging for, such as a sponsorship package or a stall pitch.

    Huomautus: Something you haven't invoiced before isn't listed yet. Choose + Create new product and follow Add a product or price you haven't invoiced before.

  16. Choose the price

    In Price, choose the price to charge.

    Huomautus: The list shows only the product's prices in the invoice's currency. Choose + Create new price to add one.

  17. Enter the quantity

    Enter how many in Quantity. The total under it changes as you enter the number.

  18. Add the line item

    Select Add line item. The item joins the invoice, and its subtotal, tax and total update.

    Vinkki: Select Add item again for each thing you're charging for. The bin at the end of a row takes that line item off the draft.

  19. Select Finalize

    Back on the Invoices tab, open the menu at the end of the draft's row and select Finalize.

    Huomautus: Finalize appears only on a draft.

  20. Confirm the invoice

    Check the invoice number in the confirmation, then select Finalize.

    Varoitus: A finalised invoice can't go back to draft, and its customer, due date, memo and line items can't be changed.

  21. Send your customer the invoice's link

    Open the finalised invoice's details and select Copy invoice link under Digital invoice link, then paste the link into your message to the customer.

    Huomautus: A finalised invoice shows its link and its PDF, and no longer offers Add item.

    Vinkki: Download PDF gives you the invoice as a PDF to attach instead.

    Ticket Fairy Vault invoice details for a finalised, unpaid invoice to a food trader, with its line item, totals, invoice link and PDF
    Invoices, a finalised invoice.

  22. Check the invoice in the list

    Back on the Invoices tab, find the invoice. It reads Finalized and Unpaid until its payment is recorded.

Tai anna sen hoitua puolestasi

Fai, the assistant inside your dashboard, can open the Invoices page in Vault for you. You add customers and line items, finalise, mark as paid and void invoices in the dashboard.

Hallintapaneelissasi, Fain kanssa

Open the Vault invoices for <BRAND NAME>

Päätteeltä

Asenna CLI osoitteesta CLI-sivultamme, kirjaudu komennolla ticketfairy auth login ja valitse brändi, jonka parissa työskentelet, komennolla ticketfairy brand use <BRAND_ID>. ticketfairy brand list ja ticketfairy event list näyttävät muiden komentojen käyttämät tunnisteet.

The CLI's raw API command lists the brand's Vault invoices with each one's status and payment. You create and change invoices in the dashboard.

Show the brands you can act for, with their ids

ticketfairy brand list

List the brand's Vault invoices, with each invoice's number, status, payment status and total

ticketfairy api /api/brand/<BRAND_ID>/banking/invoices --output json

Anna Fain hoitaa se puolestasi

Fai toimii Ticket Fairy -hallintapaneelissasi. Luo tili, avaa Fai ja liitä yllä oleva kehote.

Luo ilmainen tili Varaa esittely

Ei käyttöönottomaksuja. Ei pakollista kuukausimaksua. Luottokorttia ei tarvita.

Mark an invoice as paid

  1. Select Mark as Paid

    In the invoice's row, open the menu at the end and select Mark as Paid.

    Huomautus: Mark as Paid appears only on a finalised invoice that's still unpaid. Use it when your customer paid you another way, such as a bank transfer.

  2. Confirm the payment

    Check the invoice number, then select Mark as Paid. The invoice's payment changes to Paid.

    Varoitus: Marking an invoice as paid can't be undone, so check the money has arrived first.

Marking an invoice as paid is done in the dashboard. Fai can open the Invoices page in Vault for you.

Hallintapaneelissasi, Fain kanssa

Open the Vault invoices for <BRAND NAME> so I can mark one as paid

Void an invoice you no longer want paid

  1. Select Void

    In the invoice's row, open the menu at the end and select Void.

    Huomautus: Void appears only on a finalised invoice that's still unpaid. A draft doesn't need voiding; change it with Edit instead.

  2. Confirm the void

    Check the invoice number, then select Void. The invoice's status changes to Voided.

    Varoitus: Voiding can't be undone. To bill the customer again, create a new invoice.

Voiding an invoice is done in the dashboard. Fai can open the Invoices page in Vault for you.

Hallintapaneelissasi, Fain kanssa

Open the Vault invoices for <BRAND NAME> so I can void one

Change a draft before you finalise it

  1. Select Edit

    In the draft's row, open the menu at the end and select Edit. The Edit Invoice dialog opens.

    Ticket Fairy Edit Invoice dialog for a draft, with its customer, collection method, 30-day due date and memo filled in
    Invoices, Edit Invoice.

  2. Change the details

    Change the Customer, the Collection Method, the due date or the Memo (optional).

    Huomautus: The currency stays as you created it. Line items are changed in the invoice's details, with Add item and the bin at the end of each row.

  3. Save the changes

    Select Update Invoice.

Changing a draft invoice is done in the dashboard. Fai can open the Invoices page in Vault for you.

Hallintapaneelissasi, Fain kanssa

Open the Vault invoices for <BRAND NAME> so I can change a draft

Add a product or price you haven't invoiced before

  1. Choose Create new product

    In Add line item, open Product and choose + Create new product. The New product dialog opens.

    Ticket Fairy New product dialog for an invoice, with the name, description and unit fields
    Add line item, New product.

  2. Enter the product's name

    Enter what you're charging for in Name, such as Headline stage sponsorship.

    Vinkki: Unit (optional) names what a quantity counts, such as a day or a pass.

  3. Create the product

    Select Create product. The dialog closes, and the new product is chosen in Product.

  4. Choose Create new price

    Open Price and choose + Create new price. The New price dialog opens in the invoice's currency.

    Ticket Fairy New price dialog for an invoice, with the pricing model, the invoice's currency, the amount and an optional name
    Add line item, New price.

  5. Choose the pricing model

    In Pricing model, choose Flat for one fixed price, or Per unit for a fixed price for each unit.

  6. Enter the amount

    Enter the price in Amount, or in Unit amount for a price per unit.

    Vinkki: Name (optional) tells two prices of one product apart in the list, such as Early rate and Standard rate.

  7. Create the price

    Select Create price. The dialog closes, and the new price is chosen in Price.

Products and prices are added in the dashboard, from the invoice you're working on. Fai can open the Invoices page in Vault for you.

Hallintapaneelissasi, Fain kanssa

Open the Vault invoices for <BRAND NAME> so I can add a line item

Kysymyksiä joita sinulla voi olla

Who on my team can create and change invoices?
You can create, finalise, mark as paid and void invoices with an owner or admin login on the brand. Event-level logins, such as promoter, door staff and stats, don't see Vault.
Why can't I select New Invoice?
The brand has no billing customer yet, and the button says Create at least one billing customer first when you point at it. Add one on the Customers tab, then go back to Invoices.
Why isn't Invoices in the Vault menu?
Invoices appears once your Vault account is active, and only to owners and admins of the brand. Opened before the account is active, the page says Account not active, so finish onboarding first.
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 with the right details.
Can I undo marking an invoice as paid, or voiding it?
No. The Invoices page has no way to mark a paid invoice unpaid again or to bring a voided invoice back. Mark an invoice as paid once the money has arrived, and create a new invoice if you voided one by mistake.
Can I delete an invoice?
The Invoices page doesn't delete invoices. A draft stays in the list until you finalise it, and an unpaid invoice you no longer want paid can be voided, which keeps it in the list for your records.
When does a Days from now due date start counting?
From the day you finalise the invoice, not the day you create the draft. Choose Specific date instead if the payment is due on a fixed day.
Why isn't my price in the Price list?
The list shows only the chosen product's prices in the invoice's currency. Add a price in this invoice's currency with + Create new price.
What does Failed to finalize invoice mean?
Failed to finalize invoice means Vault didn't finalise it. Select Refresh: if someone on your team has already finalised or changed the invoice, the list now shows its current status. If it still reads Draft, try again, and contact Ticket Fairy support if it keeps failing.
How is this different from invoicing a group booking?
A group booking's invoice is raised from the booking itself, on the event, for the tickets in it. Vault invoices are for anything else you bill from the brand, such as a sponsorship, a stall pitch or a venue's share of the bar.

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