This guide explains how to send an invoice email to the organization that reserved an event space, as well as the process and appearance of the PDFs.
The event fee can be associated with the organization in the following ways:
Adding a fee to a single event using the "Bill to Organization" setting in the payment app.
Adding a fee to multiple events through Bulk Action.
Adding a fee via Rule Action.
The “+ Pull Event Fees” option automatically calculates and pulls event fees into the payment app.
For any of these methods to bill the organization, two conditions must be met:
The "Bill to Org" setting must be enabled in the payment app.
An organization must be associated with the event.
Email Invoice Statement
You can send invoice statements individually or in bulk. To create an invoice for a single event, go to the Event Details page and select Generate Statement. Then, choose the Email Invoice option.
To create an invoice for multiple events in bulk, from any grid events view, select all relevant events and then go to Other > Perform Payment & Fees Operation in your payment app
Best Practices for Generating Statements
iiQ recommends avoiding generating invoice statements from the User Record. Those statements use old billing logic, exclude event details, ignore organization billing, and miss newly added fees. Instead, generate them from:
Individual events
Built-in or custom event views
Events tab on the Org record
This way, the generated statements will include complete billing information, the organization will be billed when applicable, and the new format will be captured. This best practice prevents incorrect invoices and reduces support follow-up.
Single Event
To create an invoice for a single event, go to the Event Details page and select Generate Statement. Then, choose the Email Invoice option. If the event is associated with an organization, you can send the invoice statements to both the Event Owner and the organization's Primary Contact. For events that do not have an Organization or where the Organization lacks a Primary Contact, the statement will be emailed directly to the Event Owner.
Generate Invoice for an Event with Organization (with contact)
If the organization does not have a primary contact, a warning message will appear stating “No organization Contact on file.”
Events without an organization or primary contact will have the statement emailed to the event owner.
Multiple Events
Select all relevant events to create an invoice for multiple events and then go to Other > Perform Payment & Fees Operation in your payment app. Afterward, choose Generate Statement and follow it by emailing the statement. If an event does not have an organization or if its organization lacks a primary contact, the statement will be sent only to the Event Owner.
Bulk Action Generate Statement - Events with Organization (with contact)
If the chosen events have owners and the organization has a contact on record, you may select both options to send an email to.
If the organization does not have a contact on file, a warning message will appear stating, "No Org. Contact for (X) Events." In this situation, you can select the "Send to Event Owner(s)" checkbox to send an email to the event owners.
Email Sending Logic
A single email containing multiple events with all the dates the user has selected or created will be sent. The district's event coordinator will receive a consolidated email, allowing them to automatically send invoices to event requestors without overwhelming them with numerous emails.
Emails will be grouped into a single message that includes all the event dates selected by the user (bulk actions) or those created as part of an event series (rule actions).
This grouping applies only to events; emails for multiple tickets will still be sent individually, with one email per ticket.
If the rule is set to "On a Schedule" for an event date range (such as "Last Month" or "Next Month"), each recipient will receive a single email that includes the Invoice PDF containing all event dates within that specified range.
When multiple events are selected from an Events grid and a bulk action is performed to generate and send an invoice, each recipient will receive one email that includes a PDF for all the selected event dates applicable to them.
The subject line of the email, once sent, will summarize that this statement applies to multiple events occurring between specific dates, rather than referencing a particular event name. This is because the event names may differ from one another. A PDF containing information about these various events will be attached to the email.
Invoice Statements PDF
When a billing contact from an external organization rents space at the school district and receives an event invoice, they will find detailed information about the events on the invoice. This will help them distinguish between multiple invoices received and understand what each payment corresponds to.
Single Event Details
Event details such as Organization, Title, Location, ID, Date/Time, and Rooms will now be included in the Fee Tracker PDF statements generated for both print and email.
If an Organization is associated with the event, the "Bill To" section of the PDF will also include the following Organization information: Organization Name, Primary Contact Name, Organization Address, Phone Number, and Primary Contact Email.
Event statements will now feature an Invoice Number that increases incrementally with each statement. The document will also display the Invoice Date.
Additionally, the Invoice will include the logo in the top left corner of the page.
If there is no organization associated with the event, and none of the items listed in the statement are for an organization, the "Bill To" section will display the user information currently found on invoices. This includes the user's first and last name, location, email, and school ID.
Multiple Events Details
When the organization rents space at a school, the billing contact will now know the total amount owed and can be sure to remit payment for the correct amount due across multiple event dates.
The invoice PDF statement for multiple events now includes a summary page showing information for each event: Event # and ID, Dates, Event Name, and the Total Cost. The first page will show the list of events, and subsequent pages will show each event individually, broken down by line item.
The user will be able to see the Date, Item Description, Price, Quantity, and Total for each event.