---
title: "Pay your event suppliers from Vault | Ticket Fairy Guides"
description: "Send a bank transfer from your Vault balance to the venue, crew or supplier behind your event, with the reference they'll see on their statement, and follow it until it's paid."
canonical: "https://www.ticketfairy.com/guides/pay-suppliers-from-your-vault"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Guides](https://www.ticketfairy.com/guides)
3. Pay your event suppliers from Vault

Vault and Capital

# Pay your event suppliers from Vault

Festival and concert promoters pay venues, production companies and crew long before the show. With Vault, you pay them straight from the ticket money your events have taken, and your team can see each payment's reference, reason and status.

Takes:  8 minutes

[Watch the video: Pay your event suppliers from Vault](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/pay-suppliers-from-your-vault/19486e5b17f8a562881d379992fb44224660a654cdbbd6e564c7dacf5c6e74b0/f00db933fdb4d29e/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-pay-suppliers-from-your-vault-f00db933fdb4.vtt)

***Watch how it's done** 7 min 47 s, with captions.*

- [Open Transfers](#step-1)
- [Select New transfer](#step-2)
- [Choose the recipient](#step-3)
- [Enter the amount](#step-4)
- [Pay from another balance](#step-5)
- [Choose when to pay](#step-6)
- [Choose the transfer method](#step-7)
- [Enter the reference your supplier will see](#step-8)
- [Enter what the payment is for](#step-9)
- [Choose what your supplier receives](#step-10)
- [Add a category and a note for your team](#step-11)
- [Review the transfer](#step-12)
- [Send the payment](#step-13)
- [Payments that need two people](#step-14)
- [Check the payment in Transfer activity](#step-15)
- [Open the payment's details](#step-16)

## Before you start

- You're an owner on the brand, and Vault is switched on for it. Ask Ticket Fairy support to switch it on if **Vault** isn't in your brand's menu.
- Your Vault account has finished setup. **Transfers** appears in the Vault menu once the account is active.
- You have enough available in Vault in the balance you pay from.
- You have your second factor to hand. Vault may ask you to confirm it's you before a payment goes.

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

   **Note:** **Transfer activity** lists the payments the brand has sent, with the reference each supplier sees and its status.

   ![The Vault Transfers page listing payments to a venue, a production supplier and a crew member, each with its reference, amount and status](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--transfer-activity.png)    
   *Vault, Transfers.*
2. ## Select New transfer
    [Play from here](#guide-video)
   Select **New transfer**. The **New transfer** dialog opens.

   **Note:** You can't select **New transfer** while an earlier payment is awaiting confirmation. The card at the top of Transfers shows which one and what to do.

   ![The Vault New transfer dialog with a production supplier chosen as the recipient and their invoice amount, reference and reason entered](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--new-transfer.png)    
   *Vault, Transfers, New transfer.*
3. ## Choose the recipient
    [Play from here](#guide-video)
   In **Recipient**, choose the supplier. Each one shows the last four digits of the account, so you can check it's the right one.

   **Note:** A supplier you haven't paid from Vault before isn't listed yet. Select **+ Add new recipient** and follow Add a supplier you haven't paid before.
4. ## Enter the amount
    [Play from here](#guide-video)
   Enter the amount in **Amount**, then choose the **Currency** of the supplier's bank account.

   **Note:** The currency has to match the supplier's bank account. By default the payment comes out of your balance in that currency.
5. ## Pay from another balance
    [Play from here](#guide-video)
   Optional: To pay from a balance in another currency, choose it in **Pay from**. The dialog shows about how much comes out of that balance and at what rate.

   **Note:** Vault converts the money when the payment is sent, and the bank sets the final rate then. **Pay from** appears when you hold more than one currency.

   ![The Vault New transfer paying a venue's dollar invoice from the euro balance on 15 October, with an estimate of what comes out of the euro balance](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--pay-from-another-balance.png)    
   *New transfer, paying from another balance on a date.*
6. ## Choose when to pay
    [Play from here](#guide-video)
   Under **When**, choose **Now**, or choose **On a date** and pick the **Payment date**, up to a year ahead.

   **Note:** A payment outside business hours or on a public holiday may not go until the next business day.
7. ## Choose the transfer method
    [Play from here](#guide-video)
   In **How to send it**, choose how the payment travels.

   - **Local bank transfer – usually cheaper and faster**: The payment goes over the supplier's domestic bank network in their account's currency, usually faster.
   - **International (SWIFT) transfer**: The payment goes by international wire, which can take longer. A **Who pays international bank charges** field appears under **More options** so you can choose who pays them.
   **Note:** The recipient needs the matching bank details saved: a routing number and account type for a local transfer, or a SWIFT code and an account number or IBAN for SWIFT.
8. ## Enter the reference your supplier will see
    [Play from here](#guide-video)
   Enter their invoice number or a short description in **Reference**. It appears on their bank statement, so keep it to 140 characters.
9. ## Enter what the payment is for
    [Play from here](#guide-video)
   In **What is this transfer for?**, enter the reason in your own words, up to 255 characters.

   **Note:** Vault keeps this reason with the transfer for your team and doesn't send it to your supplier.
10. ## Choose what your supplier receives
     [Play from here](#guide-video)
    Optional: Open **More options**, then choose an option in **Who pays the transfer fee**.

    - **You (recommended)**: Your supplier receives the full amount you enter.
    - **The recipient – taken from the amount they receive**: Your supplier receives less than the amount you enter.
    **Note:** On a SWIFT transfer, other banks can still take their charges from the payment unless you choose **You pay all charges** in **Who pays international bank charges**. With payment approvals on, these choices don't appear and the payment goes with the standard charges.
11. ## Add a category and a note for your team
     [Play from here](#guide-video)
    Optional: Under **More options**, choose a **Category (optional)**, such as Professional services, and enter a **Private note (optional)**, such as the show or the budget line it belongs to.

    **Note:** The category and the note stay with the transfer in Vault and aren't passed to your supplier.
12. ## Review the transfer
     [Play from here](#guide-video)
    Select **Review transfer**. Vault checks the details and shows the payment exactly as it will be sent.

    **Tip:** Select **Back to edit** to change anything before you send.

    ![The Vault New transfer review showing the amount, the recipient with the last four digits of their account, the method, date, reference and reason before sending](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--review-transfer.png)    
    *New transfer, the review before sending.*
13. ## Send the payment
     [Play from here](#guide-video)
    Select the send button, which shows the amount, such as **Send US$8,420.00**.

    **Note:** If Vault asks you to confirm it's you, the **Authenticate to continue** window opens, and the payment goes once you're verified.
    **Warning:** Sending creates a real bank transfer, and a sent transfer can't be edited.

## Payments that need two people

 [Play from here](#guide-video)

With payment approvals on, the review says "Someone else on your team sends this payment" and the button reads **Prepare for approval**. Select it, and Vault prepares the payment as a batch of one payment and shows "Payment prepared". Another owner opens it under **Pay several people** and sends it, keeping or changing the date you chose.

![The Vault New transfer review saying someone else on your team sends this payment, with Prepare for approval](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--prepare-for-approval.png)

*New transfer, prepared for approval.*

14. ## Check the payment in Transfer activity
     [Play from here](#guide-video)
    Back on Transfers, find the payment in **Transfer activity** and read its status.

    - **Scheduled**: The payment is booked for the date you chose.
    - **Processing**: The payment is on its way through the banks.
    - **Paid**: The payment has reached your supplier's bank.
15. ## Open the payment's details
     [Play from here](#guide-video)
    Select the supplier's name in the row to open **Transfer details**.

    **Note:** It shows what your supplier receives, when the payment was sent and when it's expected to arrive.
    **Tip:** Select **Download payment confirmation** for a PDF letter your supplier can keep as proof that you paid, as Get a Vault statement of your event money for your accountant shows.

    ![The Vault Transfer details for a paid venue deposit, with the amount, destination account, the dates it was sent and arrived, and Download payment confirmation](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--transfer-details.png)    
    *Transfers, Transfer details.*

## 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 find a saved recipient and send them a transfer, now or on a date and from any balance you hold. She shows you the whole payment and asks before she sends it, and you may still need to finish the security check in Vault. When your team needs a second person, she offers to prepare the payment for approval instead. You add a supplier you haven't paid before in the dashboard.

### In your dashboard, with Fai

```
Pay <SUPPLIER NAME> <AMOUNT> from our Vault for <BRAND NAME>, reference <INVOICE NUMBER>, it's for <WHAT THE PAYMENT IS FOR>
```

## Add a supplier you haven't paid before

 [Play from here](#guide-video)

1. ### Select Add new recipient

   In **New transfer**, select **+ Add new recipient**. The **Create new recipient** dialog opens over your transfer, which keeps what you've entered so far.

   **Note:** You can also add a recipient without starting a transfer: select **Manage recipients** on Transfers, then **Create recipient**.

   ![The Create new recipient dialog with the entity type, bank country, currency, transfer method, name, address and US bank account fields](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--new-recipient.png)    
   *New transfer, Create new recipient.*
2. ### Choose a company or a person

   In **Recipient type**, choose the kind of account you're paying.

   - **Business**: A company, such as a venue, production company or supplier. The form asks for the company name.
   - **Individual**: A person paid into their own account, such as a freelance crew member. The form asks for their first and last names.
3. ### Choose the bank country and currency

   Choose **Recipient bank country/region** and **Transfer currency** for the account you're paying into. The bank fields further down change to match.

   **Warning:** The entity type, bank country, currency and name can't be changed after you save the recipient, so check them against the supplier's invoice.
4. ### Choose how the supplier's bank takes payments

   Under **Transfer method**, choose the route their bank account takes payments on.

   - **Local (domestic rails)**: The bank's domestic network, such as ACH for a US account. A US account then asks for the routing number and account type.
   - **SWIFT (international wire)**: An international wire, which asks for the bank's SWIFT or BIC code and an account number or IBAN.
5. ### Enter the supplier's details and bank account

   Enter the name, address and bank account details the form asks for, such as **Account number** and **ABA routing number** for a US account.

   **Tip:** Add a **Nickname**, such as the name your team uses for the supplier, to find them quickly next time.
6. ### Save the recipient

   Select **Create recipient**. The dialog closes and the supplier joins the list in **Recipient**.

   **Note:** You can't select the button until the form has loaded the bank fields for the country and currency you chose.

To add a recipient, you enter the supplier's bank details yourself in the dashboard. Fai can open Recipients in Vault for you.

### In your dashboard, with Fai

```
Open the Vault recipients for <BRAND NAME>
```

## Resolve a transfer awaiting confirmation

 [Play from here](#guide-video)

1. ### Check the transfer's status

   On Transfers, select **Check status** in **Transfer awaiting confirmation**. If Vault confirms the payment went, the card closes and the payment appears in Transfer activity.

   **Note:** Vault holds new transfers while one is awaiting confirmation, so a supplier can't be paid twice by mistake.

   ![The Vault Transfers page with a venue payment awaiting confirmation, and the Check status and Retry same transfer buttons above the transfer activity](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--awaiting-confirmation.png)    
   *Transfers, a payment awaiting confirmation.*
2. ### Retry the same transfer

   If the card is still there, select **Retry same transfer**, then **Retry exact transfer** in the confirmation.

   **Note:** Vault first checks whether the earlier payment went, then sends the exact same instruction, with the same amount, recipient and reference.
3. ### Contact support if it needs manual review

   If the card shows **Manual review required**, contact Ticket Fairy support with the action number the card gives.

Fai can check whether a transfer is awaiting confirmation and retry the same payment for you. She shows you the amount, the recipient and the reference and asks before she retries, and you may need to finish the security check in Vault.

### In your dashboard, with Fai

```
Is a Vault transfer waiting for confirmation on <BRAND NAME>? Check it, and retry the same payment if it's still stuck
```

## Cancel a transfer

 [Play from here](#guide-video)

1. ### Open the payment's menu

   In **Transfer activity**, open the menu at the end of the payment's row and select **Cancel**.

   **Note:** **Cancel** appears only while the payment is still scheduled, processing, waiting for funding or has failed.
2. ### Confirm the cancellation

   Check the amount, recipient and reference in **Cancel transfer?**, then select **Cancel transfer**.

   **Warning:** Canceling can't be undone, and transfer, bank or currency fees already charged may not be refunded.

Fai can cancel a transfer that hasn't been sent yet. She shows you the payment, tells you that canceling may cost a fee that isn't refunded and can't be undone, and asks before she cancels it.

### In your dashboard, with Fai

```
Cancel the Vault transfer to <SUPPLIER NAME> for <AMOUNT> on <BRAND NAME>
```

## Questions you might have

**Why can't I select New transfer?**

 Either an earlier payment is awaiting confirmation, which the card at the top of Transfers shows, or new transfers are paused for your account. If they're paused, you see "Your account team is completing a reconciliation. You can still review activity and cancel eligible transfers.", and your Ticket Fairy account team lifts it when they finish.

**Can I pay a supplier in a different currency from my balance?**

 Yes. The currency you choose has to match the supplier's bank account, and you can use **Pay from** to take the money from a balance in another currency. Vault converts it when the payment is sent, and the dialog shows about how much comes out of your balance before you send it.

**Why does the dialog say my recipient is missing required fields?**

 "This recipient is missing required fields for LOCAL transfers" means the saved recipient doesn't have the bank details a local transfer needs, such as a routing number and account type. Choose **International (SWIFT) transfer** if the recipient has a SWIFT code, or edit the recipient on the Recipients page and add the missing details.

**Does my supplier see the reason I entered?**

 No. Your supplier sees the reference on their bank statement. The reason and any remarks stay with the transfer in Vault, where your team can read them in Transfer details.

**What happens if a transfer fails?**

 Open the payment's Transfer details. A failed transfer says why it failed and what to do next, such as adding funds or correcting the recipient's bank details. Cancel the failed transfer, then send a new one.

**I closed the dialog while a transfer was sending. Did it go?**

 Check Transfers before you try again. If Vault couldn't confirm the result, the payment waits in the card at the top of the page, and **Check status** tells you whether it went.

**Who on my team can send transfers?**

 You can send transfers with an owner role on the brand. Event-level logins such as promoter, door staff and stats don't see Vault at all.

**Can I skip the security check for a supplier I pay every event?**

 Yes. Mark them as a trusted recipient: one owner asks for it, a 24-hour cooling period runs, and a second owner approves it. Payments to them then ask for fewer security checks.

**What do I check when Vault asks me to confirm it's me?**

 **You are approving** at the top of the check names what you are doing, such as **Send a payment**, with the exact amount and who the money goes to. Continue only if they match what you want to do.

## 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)
- [Mark a supplier you pay every event as trusted](https://www.ticketfairy.com/guides/trust-a-payout-recipient)
- [See how much of your ticket money you can spend from Vault](https://www.ticketfairy.com/guides/read-your-vault-balances)
- [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)
- [Check the payout for your event](https://www.ticketfairy.com/guides/check-your-payout)
- [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.

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- Fai, your AI teammate, is built in

 [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/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)