# Pay your event suppliers from Vault | Ticket Fairy Guides

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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. Vault lets you pay them straight from the ticket money your events have taken, and keeps each payment's reference, reason and status on record for your team.

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.

For:  Paying the venues, suppliers and crew behind your events

Takes:  8 minutes

- [Open Transfers](#step-1)
- [Select New transfer](#step-2)
- [Choose the recipient](#step-3)
- [Enter the amount](#step-4)
- [Choose the transfer method](#step-5)
- [Enter the reference your supplier will see](#step-6)
- [Enter what the payment is for](#step-7)
- [Choose who pays the transfer fee](#step-8)
- [Pick a later payment date](#step-9)
- [Add a note for your team](#step-10)
- [Review the transfer](#step-11)
- [Send the payment](#step-12)
- [Check the payment in Transfer activity](#step-13)
- [Open the payment's details](#step-14)

## Before you start

- You're an owner or admin 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 onboarding. **Transfers** appears in the Vault menu once the account is active.
- You have enough available in Vault in the currency of your supplier's bank account. A transfer is paid from your balance in that currency.
- You have your second factor to hand. Vault may ask you to confirm it's you before a payment goes.

1. ## Open Transfers

   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.
          ![Ticket Fairy 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

   Select **New transfer**. The **Create Transfer** dialog opens.

   **Note:** **New transfer** stays unavailable while an earlier payment is awaiting confirmation. The card at the top of Transfers shows which one and what to do.
          ![Ticket Fairy Create 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, Create Transfer.
3. ## Choose the recipient

   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

   Enter the amount in **Amount**, then choose the **Currency** of the supplier's bank account.

   **Note:** The dialog opens on USD. The currency has to match the supplier's account, and the payment comes out of your balance in that currency.
5. ## Choose the transfer method

   In **Transfer Method**, choose how the payment travels.

   - **Local Transfer**: The payment goes over the supplier's domestic bank network in their account's currency, usually faster and at lower cost.
   - **SWIFT Transfer**: The payment goes by international wire, which can take longer and carry extra bank charges. A **SWIFT Charges Borne By** field appears so you can choose who pays those.
   **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.
6. ## Enter the reference your supplier will see

   Enter their invoice number or a short description in **Reference**. It appears on their bank statement, so keep it to 140 characters.
7. ## Enter what the payment is for

   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. **Category (optional)** adds a label from a list, such as Professional services.
8. ## Choose who pays the transfer fee

   In **Transfer Fee Paid By**, choose who pays the fee.

   - **Payer (default)**: Your Vault account pays the fee, so your supplier receives the full amount.
   - **Recipient**: The fee comes off what your supplier receives.
9. ## Pick a later payment date

   Optional: To pay on a later day, choose it in **Transfer Date (Optional)**. Left blank, the payment goes at the earliest time available.

   **Note:** A transfer outside business hours or on a public holiday may not go until the next business day.
10. ## Add a note for your team

    Optional: Enter a note in **Remarks (Optional)**, such as the show or the budget line it belongs to. Remarks stay with the transfer and aren't passed to your supplier.
11. ## Review the transfer

    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.
           ![Ticket Fairy Create Transfer review showing the amount, the recipient with the last four digits of their account, the method, fee, date, reference and reason before sending](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--review-transfer.png)    Create Transfer, the review before sending.
12. ## Send the payment

    Select the send button, which carries 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.
13. ## Check the payment in Transfer activity

    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.
14. ## Open the payment's details

    Select the supplier's name in the row to open **Transfer Details**.

    **Note:** It shows what your supplier receives, the fee and who paid it, when the payment was sent and when it's expected to arrive.
           ![Ticket Fairy Transfer Details for a paid venue deposit, with the amount, fee, destination account and the dates it was sent and arrived](https://www.ticketfairy.com/embeds/posters/marketing-vault-payments--transfer-details.png)    Transfers, Transfer Details.

## 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, can find a saved recipient and send them a transfer. She shows you the whole payment and asks before she sends it, and you may still need to finish the security check in Vault. Adding a supplier you haven't paid before is done 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\>

## 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.

## Add a supplier you haven't paid before

1. ### Select Add new recipient

   In **Create 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**.
          ![Ticket Fairy 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)    Create Transfer, Create New Recipient.
2. ### Choose a company or a person

   In **Recipient Entity 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:** The button stays unavailable until the form has loaded the bank fields for the country and currency you chose.

Adding a recipient takes the supplier's bank details, which you enter 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

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.
         ![Ticket Fairy 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

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

Cancelling a transfer is done in the dashboard. Fai can open Transfers in Vault for you.

### In your dashboard, with Fai

Open Vault transfers for \<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. A pause says "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?:  The currency you choose has to match the supplier's bank account, and the payment comes out of your Vault balance in that same currency. Hold money in that currency in Vault before you pay them.

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 **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 or admin login 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 or admin asks for it, a 24-hour cooling period runs, and a second owner or admin approves it. Payments to them then ask for fewer security checks.

## 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/features)
- [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)
- [Get paid for your events in local currencies with Vault](https://www.ticketfairy.com/guides/receive-money-in-global-accounts)
- [Let your event team spend with Vault cards](https://www.ticketfairy.com/guides/issue-vault-cards)
- [Track what your event team spends on Vault cards](https://www.ticketfairy.com/guides/track-vault-spending)
- [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/features)

### Tips for selling more tickets

Practical advice from organisers who sell out, and every new guide as it is published.

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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)