Billing & Invoicing: Getting Started

With our Billing & Invoicing add-on module for Event Scheduler, you can easily add, manage, and track invoices for all of your billable items and/or products, as well as, receive payments right inside of eSPACE! 

To get started, it is important take the following steps:

Add Billing & Invoicing to your eSPACE subscription

• Any Admin that has been given user permissions to be a "Billing Contact" can go to the left sidebar of their dashboard and select Settings > Other > Billing > Manage OR  go to the top right of their dashboard, select Billing from the drop-down menu to the right of the person icon to add Billing & Invoicing to their plan and then select Update Subscription.
  • The Event Scheduler module is required when using Billing & Invoicing.
    Once that your eSPACE subscription has been updated, you will see Billing and Invoicing on the left sidebar of your dashboard!

User Permissions

• Any Admin can go to Settings > Basic > Users to add a new user permission for users called Billing and Invoicing Admin? and SAVE.
  • All Admins automatically have full access to Billing and Invoicing; however, you can give other users this permission so that they have access to all billing and invoicing functionality.

Funding Account (Under Settings)

• This allows you to process payments inside of eSPACE! To do so you will need to set up a SafeSave account as that is the third-party company that we have partnered with to manage and track all transactions in eSPACE.
  • If you have already set up a SafeSave account for Event Registration and Online Giving, you can skip this step.

1. Start by going to www.safesave-payments.com/partner/coolsolutions

• There on SafeSave's website, you can apply for a funding account with them.

• Once your application with SafeSave is approved, they will email you the funding account credentials, then you will be able to use your API key to process credit card payments. 

2.  Once you have your credentials from SafeSave, navigate to Billig & Invoicing > Settings > Funding Account and click Add New Funding Account. 

• You can add one or multiple funding accounts based on your needs!

Invoice Settings (under Settings)

1. Invoice Settings -  Complete the form by adding your Organization Details (Name, Address, Contact Number). Within Invoice Settings, you can enable/disable the setting to Allow multiple Invoices/Proposals for the same event and select your desired invoice generation option. You can select Automatically, which generates an invoice number automatically OR select Manually to select the next invoice number. Continue on by adding a Memo and/or upload a Logo if desired and SAVE.

Contacts (under Settings)

2. Contacts - Manage all of your contacts here (add new contact, edit contact and add note, delete contact and search). For each contact, you can view and filter by Name, Organization, Email, Phone and Invoices. You can export your contacts to Excel!

Tax Rates (Under Settings)

3. Tax Rates - Add/define your tax rates so that you can add to any purchase (sales tax, rental tax, etc.). To get started, click the Add New Tax button, add the tax name, tax percentage rate and SAVE.
NOTE: If you already are using Event Registration/Ticketing and/or Online Giving, you can skip this step as this information is already shared!

Products

4. Products - Add products that can be purchased such as books, t-shirts, CD's, etc.
NOTE: If you already are using Event Registration/Ticketing and/or Online Giving, you can skip this step as this information is already shared!

Choose Your Desired Billable Items

(Settings > Basic > and select Spaces, Resources, or Services)

1. Select the desired item and click on the blue edit button, complete the Billing Options form (select is billable, choose price type, price amount, tax rate) to make your item a billable item.
NOTE: This section is only visible if using Billing & Invoicing.

You will then see within your item grid that the billable item has a Billable tag and that it is marked IsBillable? (see example below). When you hover over the green check mark for the billable item, you will see the cost associated.

• The billable "tag" is automatically added within the system when you mark an item billable. It cannot be removed unless you deselect IsBillable? and the name cannot be edited. However, you do have the option to change the tag color.

2. Go to the right bottom of the screen and select SAVE and repeat the process until   you've added all of your billable items.

• All Billable items will be filterable when adding items within an event!