---
title: "Charge outside teams for the crew meals they eat at your event | Ticket Fairy Guides"
description: "Charge suppliers, contractors and other outside teams for the meals their people ate at your event's crew catering. We count the meals from the meal desk, you choose the days, the price per meal and the currency, and the team gets an invoice with a payment page."
canonical: "https://www.ticketfairy.com/guides/charge-outside-teams-for-their-crew-meals"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Guides](https://www.ticketfairy.com/guides)
3. Charge outside teams for the crew meals they eat at your event

Crew and volunteers

# Charge outside teams for the crew meals they eat at your event

You feed PA crews, riggers and caterers' own staff, then chase the cost back from each company after the show. When you charge each team for the meals its people actually ate, day by day, the meal desk's count becomes an invoice without a spreadsheet.

Takes:  4 minutes

- [Open Charges to teams](#step-1)
- [Start a charge](#step-2)
- [Choose the days](#step-3)
- [Enter the price](#step-4)
- [Make the invoice](#step-5)
- [Send the invoice](#step-6)

## Before you start

- You need an owner or admin role on the event to charge a team or send an invoice. A producer can see the charges.
- The team is an outside team on the event, its people had passes with meals, and they ate at the meal desk.

1. ## Open Charges to teams

   Open the event, select **Operations**, select **Meals**, then select **Charges to teams**.

   **Note:** Each outside team shows the meals its people ate, how many are not charged yet, and every charge with its invoice.

   ![Charges to teams for crew meals, with a PA supplier's 14 meals, 8 not charged yet and an invoice ready to send](https://www.ticketfairy.com/embeds/posters/marketing-event-crew-meals--charges.png)    
   *The meals each outside team ate.*
2. ## Start a charge

   Select **Charge for meals** on the team.

   ![Dialog to charge a PA supplier for crew meals, with the days, the meals eaten, the price per meal, the currency and the total](https://www.ticketfairy.com/embeds/posters/marketing-event-crew-meals--charge-for-meals.png)    
   *Charge a team for meals.*
3. ## Choose the days

   Choose the first day in **From** and the last in **To**.

   **Note:** The dialog shows how many meals the team's people ate on those days. You can't charge this team for the same day twice.
4. ## Enter the price

   Enter the **Price per meal** and choose the **Currency**.

   **Note:** We never guess the currency, so choose it each time. The dialog shows the total for the meals.
5. ## Make the invoice

   Optional: Enter a **Note on the invoice (optional)**, then select **Make the invoice**.

   **Note:** We make the invoice with one line for the meals, due 14 days later. It shows **Ready to send** until you send it.
6. ## Send the invoice

   Select **Send** beside the charge.

   **Note:** The team's contact gets the invoice by email with a payment page. The charge then shows **Sent**, and **Paid** once they pay.
   **Warning:** The email goes as soon as you select Send.

## Or have it done for you

Fai, your AI teammate, can check sales, update your event or change a ticket when you ask.

Fai lists the meals each outside team ate and what is charged, charges a team for chosen days at your price, tries a failed invoice again and emails an invoice to the team. She waits for your yes before each charge or email, and only an owner or admin can approve them.

### In your dashboard, with Fai

```
Charge Northern PA Hire for the crew meals they ate at <EVENT NAME> on Friday and Saturday, at 8.50 GBP a meal
```

## Questions you might have

**What if the invoice wasn't made?**

 The charge shows **Invoice not made** and keeps its days. Select **Try again** beside it.

**What if the team has no email address?**

 You can still make the invoice. Add a contact email to the team in **Outside teams** before you send it.

**Can I charge a different price on different days?**

 Yes. Make one charge for each run of days with its own price. You can charge a team for each day once.

**Where do the meals counted come from?**

 From every meal given at the meal desk, a meal service point link or a team collection to people with a pass from that team, extra meals included.

**How does the team pay?**

 From the payment page linked on the invoice. Select **Payment page** beside a sent charge to open it yourself.

## 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 monthly fee. No credit card required.

## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)
- [Give crew meals at your event meal desk](https://www.ticketfairy.com/guides/give-crew-meals-at-your-meal-desk)
- [Plan crew meal times and food needs for your event](https://www.ticketfairy.com/guides/plan-crew-meal-times-and-food-needs-for-your-event)
- [Let outside teams name their own people for event passes](https://www.ticketfairy.com/guides/let-outside-teams-name-their-own-people-for-passes)
- [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in)
- [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event)
- [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours)
- [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

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- Set up your event in minutes
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 [Create a free account](https://manage.ticketfairy.com/welcome)

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## 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/features)

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---

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