--- title: "Add receipts, notes and events to your team's Vault card payments | Ticket Fairy Guides" description: "Add a photo or PDF of the receipt to each Vault card payment, see whether its total matches the payment, note what it was for and link it to the event, and let Fai remind cardholders about receipts that are missing." canonical: "https://www.ticketfairy.com/guides/add-receipts-to-vault-card-payments" --- # Add receipts, notes and events to your team's Vault card payments | Ticket Fairy Guides 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Add receipts, notes and events to your team's Vault card payments Vault and Capital # Add receipts, notes and events to your team's Vault card payments Production managers and finance leads close the books on an event with a receipt behind every card payment. Vault keeps the receipt, a note and the event on the card payment itself, reads the total from the receipt and tells you when it doesn't match, so your accountant gets the full story without a shoebox of paper. Add a photo or PDF of the receipt to each Vault card payment, see whether its total matches the payment, note what it was for and link it to the event, and let Fai remind cardholders about receipts that are missing. For: Keeping a receipt and a reason behind every card payment Takes: 5 minutes - [Open Card activity](#step-1) - [Open the payment](#step-2) - [Add the receipt](#step-3) - [Select Change note or event](#step-4) - [Enter a note and choose the event](#step-5) - [Select Save](#step-6) - [Receipt states](#step-7) ## Before you start - You're an owner or an admin on the brand. Ticket Fairy support can see receipts and notes but can't change them. - Your brand has Vault cards that your team has used, as Let your event team spend with Vault cards shows. - You have the receipt as a photo or a PDF of up to 10 MB. 1. ## Open Card activity Open **Vault**, then select **Card activity**. The **RECEIPT** and **EVENT** columns show which payments still need a receipt or an event. ![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) Vault, Card activity. 2. ## Open the payment Select the merchant on the payment's row. **Receipt, note and event** is in the details that open. ![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) Card activity, a card payment opened from the list. 3. ## Add the receipt Select **Add a photo or PDF of the receipt** and choose the file. "Receipt added." confirms it. **Note:** Vault reads the total and the business from the receipt. **Amount differs** means the total isn't the same as the payment: check it's the right receipt, or add a note to explain the difference. 4. ## Select Change note or event Select **Change note or event**. 5. ## Enter a note and choose the event Enter what the payment was for in **Note**, and search for the event in **Event**. 6. ## Select Save Select **Save**. "Note and event saved." confirms it, and the event shows in the EVENT column. ## Receipt states Each payment shows one of these under Receipt and in the RECEIPT column: **Receipt added** when the receipt matches the payment, **Amount differs**, **Checking receipt** while Vault reads it, **Couldn't read it**, **Receipt missing**, or **Not needed** for a refund or a released hold. ## Try these steps on your own event Create a free account, build your event and follow the steps above in your own dashboard. It takes a few minutes and you do not need to book a sales call. Your email address [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Or have it done for you Fai, the assistant inside your dashboard, lists your card payments with their receipts, notes and events. After you agree, she sets the note and the event on a payment, and adds a receipt that is already in your brand's documents. She can't save a photo you share in the chat, so add that receipt in Card activity or to your brand's documents first. MCP and the command line change nothing here. ### In your dashboard, with Fai Note the Vault card payment of \ at \ as \ and link it to \ ## Let Fai do it for you Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Replace or remove a receipt 1. ### Choose a new file or remove it Open the payment, then select **Replace the receipt** to add the right file, or **Remove receipt** and confirm with **Remove receipt**. **Note:** Vault keeps a record that the old receipt was added and removed, so your accountant can see what changed. After you agree, Fai replaces a receipt with one that is already in your brand's documents, or removes a receipt from a payment. Vault keeps the same record of the change. ### In your dashboard, with Fai Remove the receipt from the Vault card payment of \ at \ ## Let Fai remind cardholders about receipts 1. ### Set the amount to remind from Open **Vault**, select **Cards**, enter the amount in **Remind from** under **Receipt reminders**, then select **Save**. **Note:** The amount starts at 25 in each payment's currency, and only the brand owner can change it. ![Ticket Fairy Vault Cards with the issued cards and Receipt reminders set to remind from 25](https://www.ticketfairy.com/embeds/posters/marketing-vault-cards--issued-cards.png) Vault, Cards, Receipt reminders. 2. ### Accept Fai's reminder When a settled card payment at or above that amount has had no receipt for 3 days, Fai suggests **Ask for a missing receipt**. Select **Send the reminder** and Fai emails the cardholder. **Note:** Fai waits for you to send each reminder, because an email can't be taken back. Each card gets a reminder at most once a week. Fai finds card payments without a receipt and, after you accept, emails the cardholder a reminder. She tells you the amount to remind from, and changes it after you agree if you're the brand owner. ### In your dashboard, with Fai Only remind our cardholders about missing receipts on Vault card payments of \ or more ## Questions you might have Why can't I add a receipt?: "Only owners and admins can add receipts, notes and events." appears in place of the upload box for everyone else. Ask an owner or admin of the brand. What files can I add?: A JPEG, PNG, GIF, WebP or PDF of up to 10 MB. A larger file shows "This file is larger than 10 MB. Choose a smaller photo or PDF." What if a teammate changes the same note at the same time?: Vault doesn't save over their change. "Someone else changed this payment's note or event while you were editing." appears with the note and event they saved, and your changes stay in the fields. Select **Save** again to replace theirs. Which payments need a receipt?: Purchases and holds. A refund or a released hold shows **Not needed**, because no money left the card. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No required monthly ticketing fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/event-ticketing/event-banking) - [Track what your event team spends on Vault cards](https://www.ticketfairy.com/guides/track-vault-spending) - [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) - [Let Fai prepare the finance work after your events](https://www.ticketfairy.com/guides/let-fai-prepare-your-finance-work) - [Open a Vault account to hold your ticket money](https://www.ticketfairy.com/guides/open-a-vault-account) - [See how much of your ticket money you can spend from Vault](https://www.ticketfairy.com/guides/read-your-vault-balances) - [See what your event earned and when you get paid](https://www.ticketfairy.com/guides/see-what-your-event-earned) - [Get paid for your events in local currencies with Vault](https://www.ticketfairy.com/guides/receive-money-in-global-accounts) - [Pay your event suppliers from Vault](https://www.ticketfairy.com/guides/pay-suppliers-from-your-vault) - [Pay everyone you owe for an event](https://www.ticketfairy.com/guides/pay-everyone-you-owe-for-an-event) - [Pay your event's artists, suppliers and crew at once from Vault](https://www.ticketfairy.com/guides/pay-several-people-at-once) - [Invoice sponsors and partners for your event from Vault](https://www.ticketfairy.com/guides/manage-vault-invoices) - [Pay your venue rent, artist residencies and regular event suppliers automatically from Vault](https://www.ticketfairy.com/guides/set-up-recurring-payments-from-vault) - [Make a second person send every payment from your event money](https://www.ticketfairy.com/guides/turn-on-payment-approvals) - [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) - [Let your event team spend with Vault cards](https://www.ticketfairy.com/guides/issue-vault-cards) - [Mark a supplier you pay every event as trusted](https://www.ticketfairy.com/guides/trust-a-payout-recipient) - [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) - [Issue Vault cards to your whole event crew at once](https://www.ticketfairy.com/guides/issue-vault-cards-to-your-event-crew) - [Get a Vault statement of your event money for your accountant](https://www.ticketfairy.com/guides/get-a-vault-statement) - [Convert currencies and follow every movement of your event money in Vault](https://www.ticketfairy.com/guides/convert-currencies-and-read-your-vault-activity) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Everything in these guides is in your dashboard from the day you sign up. - Set up your event in minutes - Free events are free - Fai, your co-pilot, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No required monthly ticketing fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/event-ticketing/event-banking) ### Tips for selling more tickets Practical advice from organisers who sell out, and every new guide as it is published. We respect your privacy. 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