STEP 1: 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, 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 through a SafeSave account!
- Related article: Invoice Creation and Process
STEP 2: 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.
OR 
STEP 3: 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.
- Smart Church Solutions does not have access to anyone's SafeSave account or transaction history. If you ever need help with a transaction, please contact SafeSave. Call 1-800-220-8611 or visit SafeSave Payment Services to connect with them
Set up your SafeSave account 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.
- 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!
STEP 3: Invoice Settings Under Billing & Invoicing
Invoice Settings
- A. Complete the form by adding your Organization Details (Name, Address, Contact Number).
- B. 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.
- C. Choose what number you want the invoices to start with.
- D. With the Number Generation setting you can select Automatically, which generates an invoice number automatically OR select Manually to select the next invoice number.
- E. Under Meno, add a closing remark that will be automatically emailed to all
- F. Upload a Current Invoice Logo to display on the invoices that get sent out to people.
- G. Add emails of people who you want to always automatically get CC-ed on proposals and invoices.
STEP 4: Contacts (under Settings)
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!
STEP 5: Tax Rates (Under Settings)
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.
STEP 6: Products
Products - Add products that can be purchased such as books, t-shirts, CD's, etc.
STEP 7: Choose Your Desired Billable Items
(Settings > Basic > and select Spaces, Resources, or Services)
- 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.
- 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 Is Billable? (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 Is Billable? and the name cannot be edited. However, you do have the option to change the tag color.
- 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!
- All Billable items will be filterable when adding items within an event!
Creating an Invoice on an Event
Any admin, event owner or editor can go to the Billing tab on an event and generate an invoice. This ideally should be done after the event is fully approved that way if details on the event need to change, like time or day, those can be updated before the invoice is generated.
Once the invoice is generated, it will appear in the Billing & Invoicing module which only admins in eSPACE OR a user or sub-admin who has been granted access to "Billing and Invoicing Admin" can access.
Tracking the Status of an Invoice
Once an invoice is generated, the status of it can be tracked in the Billing & Invoicing module as well as the event on the Billing tab.
If you have a reoccurring event when you choose to generate an invoice you can either choose to generate it for 1 of the occurrences or all of them.
- If you choose to generate an invoice for all occurrences, you can manually delete individual occurrences on the invoice before sending the proposal or invoice.
If your event has schedules on it or overridden occurrences, then you can either generate an invoice for each schedule on the event or choose to merge them.
- Either way, you can then also choose to generate the invoice for one or all occurrences.
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.