The Invoice creation

Owned by Annick Chiasson
Last updated: Oct 22, 2024
5 min read

Introduction

There are two ways of creating invoices in the system: via the invoicing module and via one of the management modules that enables invoicing.

The creation module allows you to create invoices for all types of invoicing available in the platform, whether for team tournament registration, fines or travel permits, you can create and manage invoices through this module.

Invoicing can be carried out without blocking the approval process. You can choose the amount to be invoiced, without being limited to the amount indicated.

Invoice creation is only possible if you have a PAYSAFE merchant account.

  • To find out how to open a PAYSAFE account, please click here.

Tournament invoice creation via team side panel

Select the team whose invoice you wish to add. The side panel will open. Select Create an invoice.

 

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At the top, your logo and the name of your organization will appear, along with the season in which the invoice is created. An expiry date has been set for the time being, based on one year's membership.

  • General:

    • Type *: Tournament registration will be pre-selected if you go through the team side panel.

    • Competition team * : The chosen team name will appear here. â—¦

    • Description * : You need to write a description of your invoice. You can add formatting, which will appear in the payment link.

    • Due date: You can select a due date for your invoice.

  • Invoice recipient:

    • Organization*: The organization from which the team originates. If it's an external team, no organization will be visible.

    • Email * : At the bottom of the box, the team's contact email will be suggested. You can change it if necessary. This email doesn’t need to be associated with a Spordle account.

  • Finances:

    • Merchant account * : A paysafe merchant account is required to create an invoice. If your organization has more than one merchant account, you can choose which one to use. To find out how to open a PAYSAFE account, please click here.

  • Fees:

    • Fees distribution* : Select whether the organization or the customer pays the transaction fees.

    • Taxable * : Selects whether the invoice amount is taxable or not. All the details will be shown on the invoice.

    • Amount * : Enter the desired invoice amount.

Then click on Next.

 

 

You will have 2 possible choices:

  • Submit Invoice: An e-mail will then be sent to the registered contact, including a payment link. The status of the invoice will then be pending..

  • Keep as Draft : The invoice can be modified, but no e-mail is sent. The status of the invoice will then be Draft.

Click Confirm to complete invoice creation.

 

Invoice creation via the right-hand panel of the home page or via the tasks tab.

If an association wishes to invoice fines directly to the teams concerned, it can do so and choose which team contact to send the invoice to.

Go to the invoicing menu

Go to select + add

 

 

This leads you to the creation of the invoice, following the same steps as described above, namely...

At the top, your logo and the name of your organization will appear, along with the season in which the invoice is created. An expiry date has been set for the time being, based on one year's membership.

  • General:

    • Type * : Choose the type that suits you best. If you choose tournament registration, you must select a competitive team. If you choose other, you'll only need to select the organization.

    • Competition team * : You must select the team for which you wish to create an invoice.

    • Description * : You need to write a description of your invoice. You can add formatting, which will appear in the payment link.

    • Due date: You can select a due date for your invoice.

  • Invoice recipient:

    • Organization * : By selecting the team, the organization will be automatically added. If it's an external team, no organization will be visible. Otherwise, you'll have to select the organization manually.

    • Email * : At the bottom of the box, the team's contact email will be suggested. You can change it if necessary. This email doesn’t need to be associated with a Spordle account.

    • Finances:

      • Merchant account * : A paysafe merchant account is required to create an invoice. If your organization has more than one merchant account, you can choose which one to use. To find out how to open a PAYSAFE account, please click here.

  • Fees:

    • Fees distribution* : Select whether the organization or the customer pays the transaction fees.

    • Taxable * : Selects whether the invoice amount is taxable or not. All the details will be shown on the invoice.

    • Amount * : Enter the desired invoice amount.

Then click on Next.

You will have 2 possible choices:

  • Submit Invoice: An e-mail will then be sent to the registered contact, including a payment link. The status of the invoice will then be pending..

  • Keep as Draft : The invoice can be modified, but no e-mail is sent. The status of the invoice will then be Draft.

Click Confirm to complete invoice creation.

Invoice creation via fine management

Only the organization that issued the fine can create an invoice.

  • Go to the Fine menu or via the task tab and select Fine.

  • Select the SEND tab

  • Select a fine for which you want to create an invoice.

  • The side panel opens.

  • In the action button, select create invoice.

 

  • Follow these steps to create an invoice.

  • At the top, your logo and the name of your organization will appear, along with the season in which the invoice is being created. An expiry date has been set for the time being, based on one year's membership.

    • General:

      • Type *: If you create the invoice via the fine tab; the type will be filled in automatically by the fine selected.

      • Description *: You need to write a description of your invoice. You can add formatting, which will appear in the payment link.

      • Due date: You can select a due date for your invoice.

    • Recipient of the invoice:

    • Organization *: The organization to which the fine was sent will be added automatically.

    • Email *: At the bottom of the box, the team or organization's contact email will be suggested. You can change it if necessary.

    • Finances:

      • Merchant account *: A paysafe merchant account is required to create an invoice. If your organization has more than one merchant account you can choose which one you want to use. To find out how to open a PAYSAFE account please click here.

    • Fees:

      • Allocation of costs*: Select whether the organization or the customer pays the costs associated with the transaction.

      • Taxable *: Choose whether the invoice amount is taxable or not. Tax details will be visible on the invoice.

      • Amount *: The amount of the fine will be added automatically. However, you can modify this amount if you wish.

  • Then click on Next

  • You will have 2 choices:

    • Submit the invoice: An e-mail will then be sent to the registered contact including a payment link. The status of the invoice will then be Waiting.

    • Keep as draft: The invoice can be modified, but no e-mail is sent. The status of the invoice will then be Draft.

  • Click Confirm to complete invoice creation.

  • Once the invoice has been paid, the yellow "pending payment" status will change to green "paid".

Invoice creation via travel permit

  • Go to the task tab and select Travel permits.

  • Select the travel permit for which you wish to create an invoice.

  • The side panel opens.

  • In the action button, select create invoice.

 

  • Follow these steps to create an invoice.

  • At the top, your logo and the name of your organization will appear, along with the season in which the invoice is being created. An expiry date has been set for the time being, based on one year's membership.

    • General:

      • Type *: If you create the invoice via the travel permit tab; the type will be filled in automatically by the selected travel permit.

      • Description *: You need to write a description of your invoice. You can add formatting, which will appear in the payment link.

      • Due date: You can select a due date for your invoice.

    • Invoice recipient:

    • Organization *: The organization for which the travel permit was issued will be added automatically.

    • Email *: At the bottom of the box, the team or organization's contact email will be suggested. You can change it if necessary.

    • Finances:

      • Merchant account *: A paysafe merchant account is required to create an invoice. If your organization has more than one merchant account you can choose which one you want to use. To find out how to open a PAYSAFE account please click here.

    • Fees:

      • Allocation of costs*: Select whether the organization or the customer pays the costs associated with the transaction.

      • Taxable *: Choose whether the invoice amount is taxable or not. Tax details will appear on the invoice.

      • Amount *: If a travel permit amount has been added, it will appear automatically. However, you can change this amount if you wish.

  • Then click on Next

  • You will have 2 choices:

    • Submit the invoice: An e-mail will then be sent to the registered contact including a payment link. The status of the invoice will then be Waiting.

    • Keep as draft: The invoice can be modified, but no e-mail is sent. The status of the invoice will then be Draft.

    • Click Confirm to complete invoice creation.