Invoices and reminders keep payment follow-up inside the event record. They reduce the number of side emails your finance team has to reconcile later.
Invoice actions
- Generate or send an invoice when participant totals are ready.
- Refresh an invoice after pricing changes.
- Resend an invoice when the participant cannot find it.
- Download a PDF copy for finance or manual sharing.
- Let participants download available invoices from their portal.
Before sending invoices
- Check participant status and selected dates.
- Check catalogue choices, coupon codes, VAT, manual adjustments, and payment method wording.
- Confirm the invoice contact email is correct and the participant should receive the invoice now.
Send reminders
Open the event Payments tab
Review the summary and filters.
Check unpaid and part-paid records
Make sure totals, invoices, and payment instructions are correct.
Use the reminder action
SmartGig queues reminders to participants who still have a balance.
Review later
Use filters to see what remains outstanding after participants respond.
When not to remind yet
- Pricing or VAT has just changed and invoices have not been refreshed.
- The participant has queried the balance and the team has not answered.
- A manual bank transfer, PayPal payment, or external payment may already have arrived but has not been reconciled.
Send reminders only after checking pricing and payment wording. A reminder for the wrong amount is worse than no reminder.
Payments
Need payments tied to the rest of the event?
SmartGig connects event applications, ticketing, invoices, balances, refunds, documents and operational records so finance is not stuck reconciling loose exports.
Related articles
Create a Pricing Catalogue
Create reusable pitch, power, equipment, add-on, and extra charge lists for event pricing and application forms.
Attach Pricing to an Event
Build event totals from participant fees, selected dates, catalogues, discounts, coupons, VAT, and manual adjustments.
Use Coupon Codes
Create event coupon codes with fixed or percentage discounts, limits, status controls, and excluded catalogue items.