Invoices

In the Invoices section, you can create, manage, print, and email invoices for your conference visitors and staff. Invoices act as a display of our services provided, with a statement of the sum due for these, presented with a design of your choosing. In this section, you will find:

• Design Invoices - The Design Invoices section will allow you to see a list of all of your invoices, create new invoices, and set default invoices to each role in your conference.
• Print Invoices - This section allows you to generate your invoices in a single PDF file in order to get them printed. You have a lot of options in choosing which invoices to print, such as printing invoices per group, per sessions, per date, and many more.
• Email Invoices - This section allows you to generate separate files per invoice in order to easily email your invoices to different attendees. It includes similar options to the Print Invoices section, but as stated, each invoice will be in a separate file for better management.

Under Invoices → Design Invoices, you'll be able to see all of the invoice designs you've created on this page. You can create as many invoice designs as you'd like. This section will also allow you to pick the default invoice that will print for a specific role. For example, Administrators can have Invoice Design 1 as their default, Operators can have Invoice Design 2 as their default, etc.

NOTE: You MUST pick a default Invoice in order for your Invoices to properly generate for your registrants!

Once you have some invoice designs created, you will have some extra options attached to each invoice. You can access these by clicking on the three dots on the right-hand side of each design name. These options include:

• Design - This will let you edit your chosen invoice's design.
• Copy - This will allow you to create a duplicate of your chosen invoice.
• Print - You can choose this to print the chosen invoice.
• Email - This will allow you to email this invoice design to the audience of your choice.
• Delete - This will delete the chosen invoice design.

To design a new invoice, click on the blue Create button. You can give your invoice design a name and a short description. After this, you can either Save Changes for the name and description, or click Save and Design which will bring you to the invoice editor. This is the beginning of the invoice designing process. Here, you can either pick a preset template to work from in the Select a Built-In Invoice Design section, or you can click on the Show Invoice Designer button on the top of the page to skip straight to the invoice designer itself. Templates work as a start off point, but can still be edited completely.

Depending on if you picked a template or not, you will be greeted on this next page with either your chosen template or a blank square. This canvas is where you will be designing your invoice. You can also choose to go back to the template selection page by clicking on Pick a Built-In Invoice Design. You also have a Toolbox section on the right, giving you items you can add to your invoice. There are also general Invoice Settings on the right-hand side as well. Under the canvas, you will have options specifically for the chosen item on your canvas. We will go into more detail on all of these below.

The toolbox includes all of the items you can add to your invoice. Any item added to the canvas can be rearranged by dragging them around and resized by dragging the edges of the item. Highlighting the item will also give you options to either copy or delete the item. Each of these items will have additional options to edit how they appear on the invoice. These options will be displayed towards the bottom of the invoice designer. To see these options, you must either click on an item already present on the invoice itself or use the Selected Control drop-down box below the invoice canvas. This Selected Control drop-down menu allows you to quickly select any of the items already present on your invoice canvas.

• Text
  • Clicking on Text will bring a text box onto the invoice that you can use to input text.
  • In Textbox Settings you can write in your desired text, input font size, font type, text alignment, font color, background color, text-wrap, and the style of the text.
  • Additionally, when typing your desired text, there is a blue Show Keywords button at the end of the textbox. Clicking on this will show you keywords that can be used to capture data from user profiles. For example, using the keyword $FirstName$ on your textbox will display the user's first name. To see the list of accepted keywords, click here.
• Image
  • Clicking on Image will bring an image box onto the invoice that you can use to input an image.
  • In Image Settings you can upload your desired image.
• Table
  • Clicking on Table will bring a three-column table onto the invoice that will be used to display the Date, Session, and Credits in a organized fashion on your invoice.

• Size and Orientation:
  • The options you can choose for your size include:
    • A4 - Landscape
    • A4 - Portrait
    • Letter - Landscape
    • Letter - Portrait
• Background Color: Select the color you want for your background. Click on the white box, and it will display a picture with all the colors you can change it to.
• Background Image: You can upload a background image for your invoice here. You can also delete an already uploaded image by clicking on Remove.

The Print Invoices section will allow you to export your invoices to a PDF format to easily print. In this section, you will see some tips and options to perfect how your invoices will be exported.

• Advanced Options - In this section, you can choose a number of invoices that will be blank before the first one is printed.

The first option you will see in this section is to select the invoice design you would like to print. Once this has been picked, you can choose to either print All Invoice or Specific Invoice.

• All Invoices - Clicking on the All Invoices tab will allow you to print either all invoices, only invoices modified after the last time you printed invoices, or only modified after a specific time. Once one of these options has been picked, you can further specify which invoices you would like printed by choosing to print invoices for a chosen User Group, or for a chosen Conference Role (Operators, Administrators, etc.)
• Specific Invoices - Clicking on the Specific Invoices tab, you can individually select users in your conference to print invoices for. You can choose more than one user as well.

Once you have selected which invoice you would like to print, click on the blue Generate button and your invoices will be exported to a PDF file. These files can be accessed at the bottom of this page, in the Your PDF Invoices section.

A confirmation screen will show at the bottom of the screen under “Your PDF invoices” and click on All Invoices to print out.

If you prefer to email the invoice to the attendees you can email them individually or send the invoice out all-at-once for the Attendee(s) to print. This may save you on some printing costs so you only have to print the invoice that people forgot or misplaced at the conference.

All Invoices

• Under All Invoices, choose whether to have All invoices emailed, Only modified after last time invoices have been emailed, or only modified after a specific date.
• Select the date you wanted to be printed for the invoice.
• Select the members of the group, if applicable.
• Select the Users with roles. Attendees should be checked as the default.
• Click Generate and your pdf of invoices will be created at the bottom of the page, to then review, add email content, and send out.

Single Invoices

• Under Specific Invoices, type the name or email that you want to email the invoice for.
• Click Generate and the pdf of the invoice will be created at the bottom of the page, to then review, add email content, and send out.

Next, you will get a screen to analyze the invoices you selected before they are emailed to the attendees. You also have the option of making changes to the body of the email by clicking on Edit Email Contents.

Finally, click the Email invoices button.

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