---
title: "Invoice sponsors and partners for your event from Vault | Ticket Fairy Guides"
description: "Raise an invoice from your brand's Vault for a sponsor, a trader or a partner venue at your event, finalize it and send them its link, then mark it paid or void it if plans change."
canonical: "https://www.ticketfairy.com/guides/manage-vault-invoices"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Guides](https://www.ticketfairy.com/guides)
3. Invoice sponsors and partners for your event from Vault

Vault and 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.

Takes:  10 minutes

[Watch the video: Invoice sponsors and partners for your event from Vault](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/manage-vault-invoices/3c94fe3073c6da54084b036a7498c64a94efcdd33c2cbe498718e27f61ae67d5/23b68fefba9fd2be/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-manage-vault-invoices-23b68fefba9f.vtt)

***Watch how it's done** 7 min 44 s, with captions.*

- [Open Invoices](#step-1)
- [Invoice status and payment](#step-2)
- [Select the Customers tab](#step-3)
- [Select New customer](#step-4)
- [Choose a person or a company](#step-5)
- [Enter the customer's details](#step-6)
- [Save the customer](#step-7)
- [Select New invoice](#step-8)
- [Choose the customer](#step-9)
- [Choose the currency](#step-10)
- [Choose how your customer pays](#step-11)
- [Choose a due date](#step-12)
- [Enter a memo](#step-13)
- [Create the draft](#step-14)
- [Open the draft's details](#step-15)
- [Select Add item](#step-16)
- [Choose the product](#step-17)
- [Choose the price](#step-18)
- [Enter the quantity](#step-19)
- [Add the line item](#step-20)
- [Select Finalize](#step-21)
- [Confirm the invoice](#step-22)
- [Send your customer the invoice's link](#step-23)
- [Check the invoice in the list](#step-24)

## Before you start

- You're an owner 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 setup. **Invoices** appears in the Vault menu once the account is active.

1. ## Open Invoices
    [Play from here](#guide-video)
   Pick the brand, open **Vault**, then select **Invoices**.

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

   ![The Vault Invoices page listing a new draft sponsorship invoice, a food trader's unpaid invoice, a paid arts grant and a voided invoice](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--invoices.png)    
   *Vault, Invoices.*

## Invoice status and payment

 [Play from here](#guide-video)

Each invoice has a status, which shows where it's up to, and a payment label, which shows 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 canceled. 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.

2. ## Select the Customers tab
    [Play from here](#guide-video)
   Optional: If you haven't invoiced this customer from Vault before, select the **Customers** tab.

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

   ![The Vault Invoices page on its Customers tab, listing a food trader, a brewery, an arts council and a venue the brand bills](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--customers.png)    
   *Vault, Invoices, Customers tab.*
3. ## Select New customer
    [Play from here](#guide-video)
   Select **New customer**. The **Create billing customer** dialog opens.

   ![The Create billing customer dialog with the customer type, name, email, phone number and billing address fields](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--new-customer.png)    
   *Invoices, Create billing customer.*
4. ## Choose a person or a company
    [Play from here](#guide-video)
   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**.
5. ## Enter the customer's details
    [Play from here](#guide-video)
   Enter the name, then the **Email** and **Phone number** your customer uses for invoices.

   **Note:** Only the name is required. You can enter their billing address under **Address (optional)**.
6. ## Save the customer
    [Play from here](#guide-video)
   Select **Create customer**. The customer appears in the list on the **Customers** tab.
7. ## Select New invoice
    [Play from here](#guide-video)
   On the **Invoices** tab, select **New invoice**. The **Create invoice** dialog opens.

   ![The Create invoice dialog with the customer, currency and collection method, and an optional due date and memo](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--new-invoice.png)    
   *Invoices, Create invoice.*
8. ## Choose the customer
    [Play from here](#guide-video)
   In **Customer**, choose who you're billing.

   **Note:** The list starts with 20 customers. Select **Load more customers** under it to see the rest.
9. ## Choose the currency
    [Play from here](#guide-video)
   In **Currency**, choose the currency you're billing in.

   **Note:** Every price on the invoice has to be in this currency, and the currency can't be changed after you create the invoice.
10. ## Choose how your customer pays
     [Play from here](#guide-video)
    In **How will you get paid?**, choose how the payment reaches you.

    - **Your customer pays online from the invoice**: Your customer pays through the invoice's link. This is the default.
    - **Your customer pays another way, such as bank transfer**: Your customer pays you another way, such as a bank transfer, and you mark the invoice as paid when the money arrives.
11. ## Choose a due date
     [Play from here](#guide-video)
    Optional: To give the invoice a due date, choose how in **Due date**.

    - **Days from now**: **Days until due** counts a number of days you enter, such as 30, from the day you finalize the invoice.
    - **Specific date**: You pick the day the payment is due on a calendar.
    **Note:** The dialog opens on **No due date**.
12. ## Enter a memo
     [Play from here](#guide-video)
    Optional: Enter a note in **Memo (optional)**, such as the event and what the invoice covers.

    **Note:** Your customer sees the memo and the due date on the invoice.
13. ## Create the draft
     [Play from here](#guide-video)
    Select **Create invoice**. The invoice appears in the list as a **Draft**.
14. ## Open the draft's details
     [Play from here](#guide-video)
    Select the invoice number in the draft's row. The invoice opens with its details and its line items.

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

    ![The Vault invoice details for a new draft sponsorship invoice, with no line items yet and the Add item button](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--draft-invoice.png)    
    *Invoices, a draft invoice.*
15. ## Select Add item
     [Play from here](#guide-video)
    Select **Add item** beside Line items. The **Add line item** dialog opens.

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

    ![The Add line item dialog with the product, price and quantity fields and the running total](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--add-line-item.png)    
    *Invoice details, Add line item.*
16. ## Choose the product
     [Play from here](#guide-video)
    In **Product**, choose what you're charging for, such as a sponsorship package or a stall pitch.

    **Note:** 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.
17. ## Choose the price
     [Play from here](#guide-video)
    In **Price**, choose the price to charge.

    **Note:** The list shows only the product's prices in the invoice's currency. Choose **+ Create new price** to add one.
18. ## Enter the quantity
     [Play from here](#guide-video)
    Enter how many in **Quantity**. The total under it changes as you enter the number.
19. ## Add the line item
     [Play from here](#guide-video)
    Select **Add line item**. Vault adds the item to the invoice and updates its subtotal, tax and total.

    **Tip:** Select **Add item** again for each thing you're charging for. Select the bin at the end of a row to take that line item off the draft.
20. ## Select Finalize
     [Play from here](#guide-video)
    Back on the **Invoices** tab, open the menu at the end of the draft's row and select **Finalize**.

    **Note:** **Finalize** appears only on a draft.
21. ## Confirm the invoice
     [Play from here](#guide-video)
    Check the invoice number in the confirmation, then select **Finalize**.

    **Warning:** A finalized invoice can't go back to draft, and its customer, due date, memo and line items can't be changed.
22. ## Send your customer the invoice's link
     [Play from here](#guide-video)
    Open the finalized invoice's details and select **Copy invoice link** under **Digital invoice link**, then paste the link into your message to the customer.

    **Note:** A finalized invoice shows its link and its PDF, and no longer offers **Add item**.
    **Tip:** **Download PDF** gives you the invoice as a PDF to attach instead.

    ![The Vault invoice details for a finalized, unpaid invoice to a food trader, with its line item, totals, invoice link and PDF](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--finalised-invoice.png)    
    *Invoices, a finalized invoice.*
23. ## Check the invoice in the list
     [Play from here](#guide-video)
    Back on the **Invoices** tab, find the invoice. It shows **Finalized** and **Unpaid** until your customer pays through its link or someone marks it as paid.

## Or have it done for you

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

Fai can list your invoices and billing customers, add a customer and create a draft invoice. She can also finalize a draft, mark an invoice as paid and void one. She shows you the invoice and asks before each change. You add line items in the dashboard, because Fai creates the draft without them.

### In your dashboard, with Fai

```
Create a draft <CURRENCY> invoice in Vault for <CUSTOMER NAME> on <BRAND NAME>, due in 30 days
```

## From your terminal

Install the CLI from [our CLI page](https://www.ticketfairy.com/cli), sign in with `ticketfairy auth login`, and choose the brand you are working on with `ticketfairy brand use <BRAND_ID>`. `ticketfairy brand list` and `ticketfairy event list` show the IDs the other commands use.

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
```

## Mark an invoice as paid

 [Play from here](#guide-video)

1. ### Select Mark as paid

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

   **Note:** **Mark as paid** appears only on a finalized 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**.

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

Fai can mark a finalized invoice as paid for you. She shows you the invoice, tells you that no money moves and that it can't be undone, and asks before she records it.

### In your dashboard, with Fai

```
Mark Vault invoice <INVOICE NUMBER> for <BRAND NAME> as paid
```

## Void an invoice you no longer want paid

 [Play from here](#guide-video)

1. ### Select Void

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

   **Note:** **Void** appears only on a finalized 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**.

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

Fai can void a finalized, unpaid invoice for you. She shows you the invoice, tells you that it can't be undone, and asks before she voids it.

### In your dashboard, with Fai

```
Void Vault invoice <INVOICE NUMBER> for <BRAND NAME>
```

## Change a draft before you finalize it

 [Play from here](#guide-video)

1. ### Select Edit

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

   ![The Edit invoice dialog for a draft, with its customer, collection method, 30-day due date and memo filled in](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--edit-invoice.png)    
   *Invoices, Edit invoice.*
2. ### Change the details

   Change the **Customer**, the **How will you get paid?**, the due date or the **Memo (optional)**.

   **Note:** The currency stays as you created it. You change line items in the invoice's details, with **Add item** and the bin at the end of each row.
3. ### Save the changes

   Select **Update invoice**.

You change a draft invoice in the dashboard. Fai can open the Invoices page in Vault for you.

### In your dashboard, with Fai

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

## Add a product or price you haven't invoiced before

 [Play from here](#guide-video)

1. ### Choose Create new product

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

   ![The New product dialog for an invoice, with the name, description and unit fields](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--new-product.png)    
   *Add line item, New product.*
2. ### Enter the product's name

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

   **Tip:** **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.

   ![The New price dialog for an invoice, with the pricing model, the invoice's currency, the amount and an optional name](https://www.ticketfairy.com/embeds/posters/marketing-vault-invoices--new-price.png)    
   *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.

   **Tip:** **Name (optional)** lets you tell 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**.

You add products and prices in the dashboard, from the invoice you're working on. Fai can open the Invoices page in Vault for you.

### In your dashboard, with Fai

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

## Questions you might have

**Who on my team can create and change invoices?**

 You can create, finalize, mark as paid and void invoices with an owner role 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 hover over 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 of the brand. If you open it before the account is active, the page says "Account not active", so finish onboarding first.

**Can I change an invoice after I finalize it?**

 No. Only a draft can be edited or have line items added or taken off. If a finalized 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 finalize it, and you can void an unpaid invoice you no longer want paid, which keeps it in the list for your records.

**When does a Days from now due date start counting?**

 From the day you finalize 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 finalize it. Select **Refresh**: if someone on your team has already finalized 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.

## 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/vault)
- [Pay your event suppliers from Vault](https://www.ticketfairy.com/guides/pay-suppliers-from-your-vault)
- [See how much of your ticket money you can spend from Vault](https://www.ticketfairy.com/guides/read-your-vault-balances)
- [Sell a block of tickets to a company and invoice them](https://www.ticketfairy.com/guides/take-a-group-booking-and-invoice-it)
- [Can you hold and spend your ticket money without a separate bank?](https://www.ticketfairy.com/guides/hold-and-spend-your-ticket-money-in-one-place)
- [Open a Vault account to hold your ticket money](https://www.ticketfairy.com/guides/open-a-vault-account)
- [Open a Vault account for event money with the older setup form](https://www.ticketfairy.com/guides/open-a-vault-account-with-the-older-setup-form)
- [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)

The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners.

Ticket Fairy is not a direct lender and does not make credit decisions. Ticket Fairy acts solely as a technology provider, connecting event businesses with third-party lending partners. All funding decisions, terms, and conditions are determined by the respective lending partners.

## Sell tickets with Ticket Fairy

Start free with unlimited events and no monthly fee, and choose a paid plan when you need more.

- Set up your event in minutes
- Free events are free
- Fai, your AI teammate, is built in

 [Create a free account](https://manage.ticketfairy.com/welcome)

No setup fees. No monthly 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/features/vault)

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---

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)