The Invoice PDF file can be included in the order confirmation email that attendees receive after they register. This file includes basic event details, information about the ticket and the transaction. You can customize the design of the PDF file and create multiple templates, but only 1 template can be applied to all tickets.
Customize the Invoice PDF
Go to Registration > Confirmation & Reminders
Select Invoice PDF
Click the default design to start editing or click +Create Invoice PDF to create a new design
The Ticket PDF Editor
The left side of the screen shows the template, where you can edit, add, and delete content. The right-side menu shows the components you can add to the file.
Add Merge Tags
The default template already has most of the merge tags added so that it would reflect the attendee's information and event details. In the Merge Tags button on top of the page, you'll see more tags that you can add.
Notes:
Buyer and Holder merge tags are also available depending on the enabled (active) order form fields.
If you're absorbing the fees, vat or tax, the breakdown amount will not show in the invoice even if you include the merge tag for these. It will only show if you pass them.
The
${buyerOrganizationName}merge tag will work only if VAT is collected for the event. It will populate the value from the Organisation Name (As per Vat Registration) field that appears for the ticket buyer when VAT is enabled.
Merge Tags With Math
You'll see a couple of merge tags where a formula can be added. This allows you to show a breakdown of your Sales Tax or VAT in the invoice.
Why you'd use this
Say you charge 20% tax on a $200 ticket — that's $40 in tax. But that ticket really bundles a few things together: a catered lunch, the event itself, and some materials. Some attendees' employers require the tax to be split by category before they'll reimburse, so a single "Tax: $40" line isn't enough — they need to see how much applies to each part.
With a math-enabled merge tag, you build the template once and it automatically apportions that $40 across your categories on every invoice:
Food portion: $20 (50% of $40)
Services portion: $15 (37.5% of $40)
Other: $5 (12.5% of $40)
These are slices of the $40 tax, not extra charges — so they add back up to the full $40 (50% + 37.5% + 12.5% = 100%). The order total stays $240.
To show that breakdown in the invoice, you'll need to append the formula in the merge tags. They would look something like these:
Food portion |
In plain words: $40 x 50% |
Services portion |
In plain words: $40 x 37.5% |
Other |
In plain words: $40 x 12.5% |
Notes:
You can use these other math operators
+, -, *, /, ()for these 2 merge tags.If you're absorbing VAT, you won't be able to use these merge tags as the VAT value will not show in the invoice if it's absorbed. We're improving this behavior, stay tuned for updates.
Another Math Example for the Merge Tag
Show the total amount in AED even if it's charged in GBP
If you're charging in GBP, but your event is in UAE, attendees would need to see in the invoice total in AED.
In this example, the ticket price is at 999 GBP, the VAT rate is at 5%, and the conversion rate to AED is 4.96
The merge tag formula should look like this:
${vat_tax_calc_expression: ((${vat_fee} / 0.05) + ${vat_fee}) * 4.96 }
The two numbers to edit
0.05 is your VAT rate as a decimal. 4.96 is the GBP→AED rate. Nothing else moves.
Why it works
The tag only hands you the VAT amount, not the order total — so you work backwards from the VAT to recover the net, add the VAT back on, then convert.
A £999 ticket at 5% VAT carries £49.95 VAT, so the buyer is charged £1,048.95.
Step | Calculation | Result |
Recover the net from the VAT | 49.95 ÷ 0.05 | £999.00 |
Add the VAT back on | 999.00 + 49.95 | £1,048.95 |
Convert to AED | 1,048.95 × 4.96 | AED 5,202.79 |
Multiple tickets
Quantity doesn't change anything, because ${vat_fee} is the order-level VAT and it scales with the net. Three tickets: net £2,997, VAT £149.85.
149.85 ÷ 0.05 = 2,997 → + 149.85 = £3,146.85 → × 4.96 = AED 15,608.38
1 Ticket | 3 Tickets |
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Other Template Settings
When you click the 3 dot menu and select Edit Details, you set the invoice design as active and will be used to generate invoices.
In this menu you can also duplicate and delete the template.
