Your event

Bank transfers and invoices

Let a buyer commit to wiring the money, and issue them an invoice for it.

The buyer enters their name, ticks to commit to the due date, and gets the bank details and a reference to quote. They can also fill in the billing details their own finance team needs, and every one of those is optional. A buyer who booked through an audience is asked for a VAT number and a country only as that audience’s Ask for a VAT number and Buyers’ countries allow. The buyer finds their billing address by searching for it, or types it in themselves, and can correct it before they commit. The search offers only addresses in the countries the buyer’s audience allows, and otherwise favors ones near your venue. They can search for an Eircode to get the whole address it belongs to. If they search for any other postcode on its own, the rest of the address is filled in and they’re asked to add the street. An invoice is issued the moment they commit, showing the bank details and the due date as well as the usual invoice lines. The order stays pending and keeps its tickets reserved until the transfer arrives. If the order is changed so it costs nothing, it's completed within a few minutes and the buyer is sent their tickets. If a transfer pays what the order cost before a change, the order is still completed and you're emailed the difference. If it paid more, refund the extra from the order.

If it paid less, the rest is on the buyer's order page for them to pay by card or PayPal. Nobody emails them about it until you choose Email a payment link on the order. Don’t collect takes it off their page, and the order's total stays the same.

If a buyer waits a long time before asking for an invoice, for an order or for a change to one, and somebody else takes the places first, they're told the tickets have gone. A transfer that arrives very late still gets its tickets, and the order's activity says so.

A buyer who chooses Pay by bank transfer on the event page can commit on the booking form itself, when that form asks about their company or organization. The form ends with the box to tick, and its button reads Get bank transfer details. The invoice is issued as soon as they commit, and they go straight to the bank details. It's made out to the company they gave on the form, or to them if they're buying for themselves. Where the booking form doesn't ask about a company, they commit on the page described above.

On an audience that books for organizations only, a signed-in customer whose name and address are on record reads them under Bill to instead of filling them in, and selects Change to edit them. After committing, a signed-in customer is shown that the booking and its invoice are in their account, with a link to it.

The buyer gets the invoice by email as soon as they commit, with the bank details to pay it and a button that opens the invoice. The invoice is attached to that email as a PDF too.

While the order waits for the money, its page lists what happens next and on which day: each reminder, the due date, each chaser and the automatic cancel, if you've turned it on. Change for this event opens the bank transfer settings, which apply to every order on the event. An invoice issued under a buyer's payment terms follows those terms instead.

To give a buyer longer, select Extend due date from Actions on the order, or Extend the due date under what happens next, and pick a later date. The invoice shows the new date, reminders start again from it, and so does the count towards automatic canceling. If the invoice is already overdue and some of what it was holding has sold since, Tito says so and leaves the date as it was.

When the money arrives, the invoice becomes the order's receipt and keeps its number. Every paid order has a receipt, whatever paid for it, and it has everything an invoice has.

A receipt or invoice link opens the document on a page of its own, and Download PDF gets a PDF copy of it.

The reminders chasing an unpaid transfer have the invoice attached as a PDF. Once the transfer arrives, the confirmation email has the receipt attached instead.

The invoice, the reminders, the chasers and the email saying an unpaid order was canceled are each a screen in Customize:

• Invoice email
• Invoice reminder email
• Overdue invoice email
• Invoice cancellation email

Each is under Paying by invoice in the list of screens once the event takes bank transfers and has that kind of email set up. You can change every line in them and add a note of your own, which goes above your sign-off. A reminder about a change to an order keeps Tito’s wording.

When an unpaid order is set to cancel automatically, the overdue invoice email tells the buyer the date it will be canceled and its tickets go back on sale. To leave that line out, take Automatic cancellation out of the email in Arrange.

The opening lines of the invoice reminder and overdue invoice emails can give the number of days as a word. Type {count_in_words} where you want it, as in “{count_in_words} days left to pay” or “{count_in_words} days overdue”. Up to twenty it’s written out, like seven, and from 21 it’s in figures. It’s written in the buyer’s language, with a capital letter when it starts a sentence. In Irish, one and eleven to nineteen stay in figures.

Both reminder emails have a line above the pay button asking the buyer to pay or view their invoice. To leave it out, take Where to pay out in Arrange, from one reminder or both. The button stays, and the plain-text version of the email keeps the link.

In the invoice cancellation email you can move or take out every part in Arrange: your logo, the event name, the greeting, the message and the sign-off.

Payment terms can each have their own wording on these four emails. Pick the terms under Which payment terms beside the preview, then choose the terms’ name under Change the wording for, just below the search. Every set of terms is in that list, and choosing one also shows the preview under it. Anything you type there is only used on invoices issued under those terms, and a box you leave empty uses the wording for everyone. Each language is separate: a line you change for one set of terms in English stays everyone’s in your other languages. Removing a set of terms removes its wording, and any unpaid invoices on it use everyone’s wording from then on.

If the PDF can't be made straight away, the email waits for it for up to five minutes, then goes out without it. The tickets are still issued and the payment still stands either way, and the buyer can download the document from their order page.

To change a document, open Customize and look under Documents on the Look tab, where its background, text, lines and font each have a control. Those four change the document alone, and the printed ticket uses them too. The page around it follows the rest of your Customize settings like any other page a buyer sees.

While the order is pending, the buyer's own page checks for the money and updates itself. It slows down as the wait goes on and stops after about ten minutes, because a transfer clears in days rather than minutes. The page then offers Check now to look again.

Turn it on per event: open the event's Settings, then Payment, and switch on Allow payment by bank transfer.

Set what goes on every invoice once for your whole account at Invoicing: the trading name, the VAT number, the address and the bank country.

Where the money goes is set at Invoicing. Fill in Account holder and IBAN and buyers can wire straight to you, in any currency, whether or not they're signed in. You mark each order paid when the money arrives. Leave both blank with Stripe connected and Stripe supplies the account details for each euro buyer and matches the money as it arrives, so the order goes paid on its own.

With both set up, Where transfers go on that page chooses between them, and it starts on Stripe. Filling in your bank details doesn't move buyers off Stripe until you pick Buyers wire to the account above.

On Stripe, only a signed-in customer is offered a bank transfer. A buyer who selects Pay by bank transfer without being signed in confirms their email address on the way, with a code Tito emails them, and that signs them in. Customers says more.

Your own bank details are the only way to sell paid tickets with no payment service connected at all.

Good to know

• Days to pay after they book starts at 14. Cancel the unpaid order automatically takes up to 365 days after the due date and puts the order's tickets back on sale. Otherwise the order waits for you to cancel it.
• What a buyer enters under Billing details is copied onto the invoice when it's issued, so changing their address later doesn't change an invoice already sent.
• Your reference is the code a large organization uses to route an invoice internally. German public bodies call it the Leitweg-ID. Leave it blank if nobody has asked for one.
• A wire that arrives after its order was canceled or refunded, or on a payment the order no longer uses, is flagged and emailed to you. No tickets are issued.
• A partial or mismatched wire leaves the order pending. Mark as paid on the order issues the tickets and sends the confirmation email, and Cancel order puts them back on sale.
• A buyer can pay for a change to their order by transfer, such as an upgrade or extra tickets. The change gets its own invoice, chased and canceled on the same settings as any other. Canceling an unpaid change puts its own tickets back on sale, and the order keeps everything else.
• Changes are invoiced only when Where transfers go is set to your own bank account. On Stripe's own account numbers a change needs a card or PayPal, and so does any change to an order whose own transfer hasn't arrived yet.