We are pleased to inform you that Konfeo has another time-saving function for organizers of events – invoice automation. In the system, there is simply one “checkbox” to tick (menu Payments, Settings tab), but using this option involves generating financial documents, so please read this post carefully before you activate it.
In the first step, make sure that the invoice settings are correct:
- check if you’ve set correct VAT rate;
- check the Numbering format and the Number of the next invoice;
- check if Service description and Payment method are correct.
Remember that the system generates invoices only for those attendees who have filled in the invoice data! After enabling the option, Konfeo will automatically issue and send invoices to attendees whose status WILL CHANGE to Accepted. This means that:
- automation is not retroactive, i.e. the system doesn’t send invoices to attendees accepted before enabling the option;
- you can turn on/off the automation at any time, even during the event.
Automatic invoicing works once, i.e. it issues only the first invoice for the attendee.
If you use online payment, the system will automatically send invoices to attendees who paid (and therefore were automatically accepted) for participation in the training course or conference. You don’t have to manually accept participants or do anything else. Practically speaking, you can only periodically look into the system and verify the status of payments. Full automation and comfort.
Payment by bank transfer
If you provide for the attendees the option of a traditional transfer to your account, the automation works as follows:
- if you haven’t provided the amount of the payment and accepted the attendee – the system will send an invoice with the amount due for participation in the event;
- if you have provided the amount of the payment and accepted the attendee – the system will send an invoice with the given amount of payment;
- if you have provided several payments and accepted the attendee – the system will send an invoice for the amount being the sum of payments;
- if the attendee’s balance indicates an underpayment/overpayment and you have accepted the attendee – the system will send an invoice with the amount actually paid by the participant.
The date of sell on the invoice will be set according to the following rules:
- if there isn’t any payments entered – the date of sale will be set as “today”;
- if there are several payments entered – the date of sale will be set with the date of the last payment.
The system won’t automatically send an invoice if:
- attendee hasn’t provided data to issue an invoice;
- you haven’t accepted the attendee who paid by bank transfer;
- it is next invoice for the same attendee.
We hope that this entry explains all doubts related to invoice automation. If something is unclear – let us know.