Billing & Invoicing is a great feature available on certain subscription tiers of Event Scheduler!
For those that are on an eSPACE subscription tier which includes Billing & Invoicing, Admins will have the Invoices grid on your dashboard!
- Any other user or sub-admin that is given access to Billing & Invoicing under their user permissions will also see the "Invoices" grid on their dashboard.
Sections in this article:
- Invoice Grid
- Setting Up Your Dashboard to See the "Invoices" Grid
- Giving Others Access to the Billing & Invoicing Feature
- Viewing Billable Event Request Form Submissions
Invoice Grid
For organizations that are on a subscription tier that includes Billing & Invoicing, any user who is granted access to the Billing & Invoicing feature will see an "Invoices" grid on their Dashbaord as well as have access to the Billing & Invoicing features in their left side menu bar.
Dashboard
Left Side Menu
Setting Up Your Dashboard to See the "Invoices" Grid
- After you (the admin & billing contact) upgrade your eSPACE subscription to a tier that includes Billing & Invoicing, go to Edit Dashboard Settings, located on the top left side of your dashboard below your name.
- Then select Edit for the "Invoices" grid and toggle off "Is Hidden" and SAVE so this grid is visible on your dashboard.
Back on the dashboard, to see all invoices associated, simply click on the (+) to expand the grid.
Within this grid, you can do the following:
- Search for any invoice by Invoice #, Amount, etc.
- Filter by clicking on any column header name to put in ascending or descending order
- Export invoices to Excel and further manipulate
- Click on the Edit button to the right of the invoice, which will take you to the Details page where you can make changes to the invoice
- Click on Details to view the details of the invoice, which will take you to the Details page of the invoice
Giving Others Access to the Billing & Invoicing Feature
Admins can go to Settings > Basic > Users, edit each user, expand User Permissions, toggle on "Billing & Invoicing Admin" and click Save in order to give other users access to the Billing & Invoicing feature.
Viewing Billable Event Request Form Submissions
First, Unde admins must also go to Settings/Basic/Space or Resources and/or Services and edit the spaces/resources/services that they want to be billable.
Then, they can go to Settings/Advanced/Event Request Form, admins can create an Event Request form and choose for it to be billable.
They must also toggle on "Show Public Spaces", Show Public Resources", and/or "Show Public Services" in order for the spaces/resources/services that are marked as public to appear on the Event Request Form for people to select.
Once a billable Event Request Form is filled out and submitted, then those submissions will appear in the "Open Rental Request" grid on the Dashboard of any user that has access to Billing & Invoicing and is selected as a manger of that form.
There they can either submit the request to go through the regular approval flow in eSPACE for sub-admins and admins to approve, approve the event request outright, or decline it.
They will also see the request under Billing & Invoicing.
Different eSPACE Subscription Tiers include Different Features
Viewing Your Subscription Details
- Each eSPACE admin with access to Billing can view what subscription tier your organization currently has and everything that is included in their account under Settings > Other > Billing > Manage.