Include the Invoice PDF in the Order Confirmation Email
An invoice is more than proof of payment for the event ticket — it's the document a finance team, accountant, or tax authority typically requires. For work-related attendance, most employers ask for an itemized invoice before issuing reimbursement, and it needs to show the full breakdown of the purchase, including any tax.
In Accelevents, an invoice can be attached to the order confirmation email that registrants receive after purchasing a ticket. The template includes the basic event details, information about the ticket and the transaction. Information can populate in the invoice based on the information you collect during registration.
In this article, you'll learn how to include the invoice to the email, and how to make other information appear in the invoice.
Important Notes:
Please set up your VAT requirements before opening registrations to ensure the information appears in the invoice.
Edits in the invoice will reflect in the attached PDF when you resend the order confirmation or download the invoice.
Only one invoice will be generated per order.
Add Ons and Donations will also appear in the invoice.
The information in the "Bill To:" section comes from the ticket buyer's information. If you want the attendee's information to appear in this section, then you will need to replace the ticket buyer's information with the attendee's information in the order.
The merge tags for fees, tax, and vat will only populate if the amount is passed to the buyer.
Add the Organizer's VAT Information
If you require VAT for your event, you must set this up BEFORE opening your ticket sales. The information will appear in the Organizer section of the invoice.
Note: If you didn't set up VAT before opening your ticket sales and want your VAT ID to appear in the invoice, your next best option is to enter it in the organizer's address field or add it to the Custom Invoice Text area.
Add the Organizer's Address
If you need your Organizer Address to show in the invoice, you must update the address field in your Organizer Profile, which will automatically appear in the Event section of the invoice. If VAT is enabled, the organizer's address will appear in the Organizer section of the invoice.
Click Manage Organization at the bottom of your admin console's left-side panel.
Click Profile
Enter your Organization's address in the address fields
Add the Buyer's VAT Information
When you require VAT for ticket sales, the Organization and VAT ID fields will automatically appear in the ticket buyer's order form. Organization will be a required field, and VAT ID is an optional field. The information will appear in the Bill to section of the invoice.
Note: If you didn't set up VAT before opening your ticket sales and want your buyer's VAT ID to appear in the invoice, your next best option is to enter it in the buyer's address field.
Add the Buyer's Address
If your customers need their address to show in the invoice, you need to include the Billing Address field in the Ticket Buyer's order form to capture the information during registration and have it automatically appear in the Bill To section of the invoice.
Go to Registration > Order Form
Include and Require the Billing Address field for the Ticket Buyer.
Note: If you forgot to do this before registration opened, you could still enable the toggles even after the purchase, then manually enter the information through the Orders tab.
Add a Custom Invoice Text
If you have payment instructions or other information you want to include in the invoice, you can add that through the ticket's Advanced Settings.
Go to Registration > Set Up Tickets
Open the ticket type to edit
Go to Advanced Settings
Enter the message in Custom Invoice Text
Click Save
Include the PDF Invoice in the Order Confirmation Email
Go to Registration > Set Up Tickets
Open the ticket type to edit
Go to Advanced Settings
Select whether you want to include the invoice for the Ticket Buyer, the Ticket Holder, or both.
Click Save
Download the PDF Invoice from the Orders Tab
Go to Attendees > Orders
Click the outer 3-dot menu found in the upper right corner of the order
Click Download Invoice PDF
Download the PDF Invoice as an Attendee
The PDF Invoice will be attached to the order confirmation letter.
They can also log in to their Accelevents account and access My Tickets. They should see a Download Invoice button when they open the ticket information.
