Note: Invoicing functionality is limited to certain features and certain campaign types. Not all campaigns may support invoicing.
Pledge It supports sending invoices to supporters when payment is needed for orders or sponsorships. When an invoice is sent, the supporter will receive an itemized summary and unique payment link. The invoice can be fulfilled by credit card through the payment link or when a cash or check payment is logged to the invoice by an admin.
Sending Invoices
Invoices can be sent when using the Sponsors feature (on any campaign type) or when using Quick Orders or Event Tabs on In-Person Event campaigns. Find instructions for sending invoices for the following scenarios:
Note: When using activity tracking on peer-to-peer campaigns, donors who leave pledge-based donations will be automatically invoiced for their final donation. The pledge invoice process is entirely automated and distinct from invoicing for orders or sponsorships. Learn more about how pledging works.
Managing Invoices
Unpaid invoices can be monitored via the Orders or Sponsors dashboard, depending on what the invoice was for. When following up on unpaid invoices, you will have the option to resend an invoice, fulfill an invoice, or cancel an invoice (only applicable to Event Tabs).
Resending an invoice will send another copy of the invoice to the contact listed on file. If you need to send the invoice to someone else, you can update the contact info of the order buyer or sponsor.
Fulfilling an invoice will allow you to take credit card payment over the phone or record cash or check payment that was received. Fulfilling an invoice will trigger the Order Receipt to an order buyer or the Sponsor Receipt to a sponsor (optional).
Canceling an invoice is only possible for Event Tabs. Canceling an invoice for an Event Tab will revert the Event Tab back to an open tab, where it can be modified. After modifications are made, the invoice can be resent or payment logged via another method.
For Orders:
Navigate to the Orders tab of your campaign's Dashboard
Search for the invoiced order you need to fulfill
Click on the order and select Fulfill Invoice, Resend Invoice, or Cancel Invoice (if applicable) under the Payment section
For Sponsors:
Navigate to the Sponsors tab of your campaign's Dashboard
Search for the sponsor whose invoice you need to fulfill
Click on their sponsor record and select Fulfill Invoice or Resend Invoice under the Payment Details section
Status Labels
When monitoring Orders and Sponsors, you will see payment status labels to help track if payment has been received or not.
Orders may have the following payment status:
Paid = payment has been received
Invoiced = invoice has been sent but is unfulfilled
Open (Event Tabs only) = Event Tab has contributions added but has not been paid or invoiced yet
Failed (Event Tabs only) = payment for Event Tab was attempted via the participant's Card on File, but the charge failed
Sponsors may have the following payment status:
Paid = payment has been received
Unpaid = cash or check payment is pending
Invoiced = invoice has been sent but is unfulfilled
Example Invoices
All invoices follow the same format featuring your campaign name, organization name, payment link, summary, campaign details, and contact info. The Summary section will change depending on what was invoiced. Below are examples of invoices for Quick Orders, Event Tabs, and sponsorships.
Invoice via Quick Order
This example shows an invoice for a foursome ticket bundle and shop products on a golf tournament campaign.
Invoice via Event Tab
This example shows an invoice for a Live Auction item and Fund a Need donation made during a gala campaign.
Invoice for Sponsorship
This example shows an invoice for a sponsorship package.
