Create invoices with guestoo

Before you can generate and send automatic invoices for your event, you should make the following settings under “Agency":

• Agency > Invoices > Create invoices (Documentation)
  
  We'd advise you to do the following things there:
  
  • Enable usage of EPC-QR-codes (Optional)
  • Enter BCC email address (e. g. email address of your accounting department)
  • Set maximum gross limit for invoices
  • Define a prefix and suffix for your invoices
  • Enter invoice information (Name & address of the invoicing company, reference to VAT exemption, etc.)
  • Upload a logo for the invoices
  • Activate X-invoices (Optional)
• Agency > Payment methods (Documentation)
  
  In this section, at least one payment method must be activated and set up so that the payment process with guestoo can work properly. You can also store corresponding info texts there, which - depending on the selected payment method - will be displayed on the invoice, e.g: “Thank you for your order. Please transfer the total amount within 30 days as follows."

Once you have entered all the necessary information in the agency settings, you can activate the automatic invoices for your event.

This is how:

• Go to the "Settings" tab of your event
• Scroll to the section "Automatic invoices" 
• Click on the "Edit" button in the top right corner
• Activate the option "Activate automatic invoices" (= Toggle on green)
• In addition, you can also make use of the following settings:
  
  
  • Invoice for 0€ orders
    If you activate this option (=toggle on green), invoices will also be created for orders with a total amount of 0€.
  • Invoice as PDF
    If you activate this option (= toggle on green), the automatically generated invoice is attached as a PDF file to the confirmation email that the guest receives. If you set the toggle to red instead, the invoice will only be displayed in the email text.
  • Max. gross limit
    Here you can enter a maximum amount up to which automatic invoices will be created by guestoo. If this upper limit is exceeded, no invoice will be created for the order. This is helpful, if you want to create an invoice manually for orders with higher amounts, for example.
  • Prefix for invoice number
    If you would like to use a custom invoice prefix for this event, you can enter it here. If you leave the field blank, the invoice prefix that you have defined under Agency > Invoices will be used as default.
  • Suffix for invoice number
    If you would like to use a custom invoice suffix for this event, you can enter it here. If you leave the field blank, the invoice suffix that you have defined under Agency > Invoices will be used as default.
  • Info text for invoice
    Here you can enter an event-related info text for your invoices. To include this info text in your invoices, you must insert the following placeholder at the desired position in the invoice text of the corresponding payment method(s) (Documentation: Agency > Payment methods):
    
    [[event.invoiceInfo]]
    
    
  • Billing information
    

    If you would like to use customized invoice information for this specific event, you can enter the corresponding text here. If you leave the field blank, the text you have defined under Agency > Invoices will be used by default.
    The text entered here should contain all legally required information, e.g. the full name of the company providing the service, the address of the invoicing company, any information on VAT exemption, etc.

  • Bank transfer reference
    If you would like to use a separate bank transfer reference for this event, you can enter it here. If you leave the field blank, the bank transfer reference that you have defined under Agency > Payment methods > Prepayment will be used as default.
• After you have defined all the desired settings, don't forget to click on the "Save" button in the top right corner to save the changes you've made.
• Note the section "How to customize your invoices" in order to set up the invoice documents to your liking

From the moment you have activated the setting, the guest will automatically receive an invoice in text or PDF format in the confirmation email.

Is retrospective activation possible?

You can also activate the automatic invoicing after guests have already signed up for your event and purchased tickets.

There are two ways to generate the missing invoices retrospectively:

• For a few missing invoices
  If it is only one or a handful of invoices that need to be created retrospectively, we recommend that you proceed as follows:
  
  • Go to the menu item "Orders" and search for the order in question or access the order through the "Guest" tab of the event by clicking on the corresponding guest 
  • Change to the "Invoice" tab of the order
  • Click on the "Generate invoice" button in order to create an invoice 
  • Repeat these steps manually for every guest order with a missing invoice
• For a high amount of missing invoices
  If a large number of invoices need to be created retrospectively, we recommend the following procedure:
  
  • Go to the menu item "Orders"
  • Click on the button "Excel-Export (+ PDF)"
  • Activate the options "Export PDFs of the automatic invoices" and "Automatically create missing invoices"
  • The second option ensures that an automatic invoice is generated for all orders that don't have a corresponding invoice yet
  • Note: Make sure that you set the filters in the dialog window in such a way that the correct event is selected and that no guests for whom you want to generate invoices are excluded by the filters.
  • As soon as you have set all the desired filters, click on the "Start export" button
  • Within the next few minutes, you will receive a URL by email with which you can download your export during the next 24 hours. The password for unpacking is displayed in the dialog window, but you can also find it under Agency > Settings > Security & data protection.

Issuing invoices to your guests

If you activate the option “Automatic invoices” in the “Settings” tab of the event AND the gross maximum limit of the order is not exceeded, your guest will automatically receive an invoice receipt.

The invoice receipt is sent in a separate email that is generated once the guest has paid for their order OR if you have activated the option "Invoice purchase".

Directly send invoice documents to the accounting department in BCC

Under Agentur > Invoices, you can enter an email address in the “BCC email” section that will automatically receive the receipt emails as a blind copy (BCC). Here you can enter the email address of your accounting department or whoever should receive these copies.

Export the invoices created for your own systems or the tax consultant

In the menu item "Orders" , you can export all orders for one or multiple events as an Excel file. The export contains the orders and the following information for each order:

• Information on whether a minimum amount invoice was created for this order
• Order number
• Date of the confirmation  ( = Issuing date of the invoice)
• Total gross amount
• Total net amount
• Tax rates applied
• Each individual item of the order (name of the tickets ordered, incl. quantity, net price, gross price, VAT rate and VAT amount)

Invoice numbers

• guestoo automatically generates consecutive invoice numbers
• Die Rechungsnummer wird erst dann erhöht, wenn die Rechungsmail gesendet wird/die Rechnung erstellt wird (siehe oben: "Ausstellen von Rechnungen an Deine Gäste"). NICHT bereits mit dem Bestellvorgang.
• Die Nummern werden für alle Belege einer Agentur fortgezählt
• Gestartet wird mit der Nummer 10.001
• Jeder Nummer ist ein Prefix vorangestellt (einzustellen unter Agentur > Bezahlinfos > Rechnungen). Wird kein Prefix angegeben, wird automatsich das Prefix "GS-" verwendet.
• Die Rechnungsnummer setzt sich aus dem Prefix und der Nummer zusammen
• Rechnungsnummern werden an der Bestellung gespeichert. Änderst Du den Prefix, bleiben bei den alten Rechnungen die alten Rechnungsnummern (Prefix + fortlaufende Nummer) gespeichert
• Es kann kein eigener Startpunkt der fortlaufenden Nummer angegeben werden

Sonstiges:

• Bitte achte darauf, dass im Feld "Rechnungsinformationen" alle Informationen, die auf Rechnungsbelegen enthalten sein müssen, gepflegt sind. Wir ergänzen automatisch die Rechnungsnummer und das Datum.
• Lasse die Rechnungen unbedingt vorher durch Deinen Steuerberater freigeben!
• Rechnungen ins Ausland (mit z.B. ReverseCharge) werden aktuell nicht unterstützt. Hier muss die Rechnung storniert werden und mit einem eigenen Tool neu erstellt werden

To reduce the amount of manual work you have to do, guestoo offers you an automated reversal function. This takes over the following tasks:

• Automatic creation of a cancellation invoice
  If an invoice was created when the order was placed (regardless of whether the money was automatically refunded)
• Automatic refund
  If the order was paid for with PayPal+ or a voucher

Cancellation invoice:

The cancellation invoice is in the agency's normal invoice number sequence. It contains all the same information as regular invoices:

• Reference to the canceled invoice (its invoice number and date)
• Instead of “Invoice” it is titled “Cancellation invoice”
• The items of the original invoice will be displayed with a minus in front of them

Cancellation invoices are also included in the invoice export (to be found in the "Orders" menu item).

Automatic refund

If a compatible payment method has been used, the money paid will be automatically refunded. Compatible payment methods are:

• Value voucher
  If the guest uses a voucher when ordering, it will be topped up by the amount used if an order is canceled.
• PayPal+
  If the guest pays via your PayPal Plus account (whether by direct debit, credit card, PayPal account etc.), the money will be automatically refunded in the same way.
• Stripe
  If the guest pays via your Stripe account (whether by direct debit, credit card, etc.), the money will be automatically refunded in the same way.

For incompatible payment methods, you must take care of the refund yourself. The cancellation invoice will be issued independently of the automatic refund.

Guest cancellations

• You can activate the automatic reversal under Agency > Invoices (at the bottom of the page).
• You can allow the guest to cancel under Settings > Registration process of the event
• If you like, you can indicate the hours before the event until which the guest can cancel
• If the guest cancels, the refund will be processed automatically
• There is an e-mail to the organizer (with the information that the cancellation has been made and whether the refund has also been made or not) and the customer receives a cancellation invoice

Manager cancellation

• If a manager cancels a guest's order, they can choose in the cancellation dialog whether or not an automatic reversal should be performed.
• If automatic reversal is active under Agency > Invoice, the option is also preset in the reversal dialog, but it can be disabled again if it should not be needed in this case

If you do not activate the “Send as PDF” option, the invoice will be sent as part of the confirmation email in text form.
You can switch between the mail text and PDF as an attachment versions under “Settings” in the “Automatic invoices” section of the event.

Appearance/contents of the invoice

The invoice is part of the confirmation e-mail to the guest (not a separate PDF file). It contains the following points (see picture):

• (automatic) Headline: “Invoice”
• (automatic) Invoice number (consecutive number incl. prefix & suffix)
• (automatic) Date of confirmation (= issue date of the invoice)
• (to be entered) Billing information
• (to be entered) Info text depending on payment method
• (automatic) Invoice items (names of the tickets ordered incl. quantity, net price, gross price, VAT rate and VAT amount)
• (automatic) Details of the persons registered
• (automatic) Event details (name, when, where)
• (automatic) Billing address of the buyer

If you activate the “Invoice as PDF” option, the invoice will be attached to the confirmation email as a PDF file.
You can switch between the mail text and PDF as an attachment versions under “Settings” in the “Invoice” section of the event.

Appearance/contents of the invoice in PDF format

The invoice as a PDF file contains the following information (see image):

• (automatic) Headline: “Invoice”
• (automatic) Invoice number (consecutive number incl. prefix & suffix)
• (automatic) Date of confirmation (= issue date of the invoice)
• (to be entered) Billing information
• (to be entered) Info text depending on payment method
• (to be uploaded) Logo
• (to be entered) Highlight and text color
• (automatic) Invoice items (names of the tickets ordered incl. quantity, net price, gross price, VAT rate and VAT amount)
• (automatic) Details of the persons registered
• (automatic) Event details (name, when, where)
• (automatic) Billing address of the buyer

Basic settings

Under Agency > Invoices > Section: Create invoices

• Billing information
• Full name of the supplier
• Full address of the invoicing company
• If applicable, reference to VAT exemption or other information
• …
• Max. gross limit
  The limit within which an automatic invoice may be created. If the upper limit is exceeded, guestoo will not issue an automatic invoice.
• Logo
• 56mm x 35mm (jpg, png) - only required for the PDF version
• Information on the email text version: The logo from the tab “Agency > Info” or “Event > Info” is automatically used here
• Colors
  The colors defined in the "Agency > Design" tab are automatically used or (if maintained at the event) the colors from the "Event > Design" tab are used
• Highlight color
• Text color
• BCC-Email
  Confirmation emails are sent to this email address in BCC (blind copy) if they contain an invoice. You can enter the address of your accounting department here, for example.
• Prefix for invoice number
  Define a prefix that will be displayed before the consecutive invoice number
• Suffix for invoice number
  Define a suffix that will be displayed after the consecutive invoice number

Under Agentur > Payment methods

You can maintain the following information for each payment type:

• Information text on the invoice
  You can use this text to add a note to the invoice, e.g. "This invoice has already been paid" or "Please transfer the amount to be paid within 14 days to the following account..." for purchases by invoice.

Under Event > Settings> Section: Automatic invoices

Here you can overwrite the following information from “Agency > Invoices”:

• Prefix for invoice number
• Suffiy for invoice number
• Billing information
• Max. gross limit

Design

The basic invoice design is predefined by guestoo.

If you would like a completely customized design, e.g. in your company's corporate design, this is possible for an additional charge.
Please send your request to support@guestoo.de