How To Create & Send Invoices to Volunteers

Find Your Volunteers List 

1. Make sure you are logged into Eventeny.
    
2. At the top of the homepage, hover over the "Organize" tab and select the event you wish to work with.
   
   
    
3. On the left sidebar menu, click on "Volunteers List" under the "Volunteers" drop-down menu.
   
   
    
4. Select the "view submission" button for the volunteer you want to issue an invoice for. 
   
   
    
5. Scroll down to the "Invoice" section and click on the "+Invoice" button to create a new invoice. 
   
   
    

Prepare & Send An Invoice

1. At the top, you’ll see a blue information box explaining that invoice reminders are automatically sent every 7 days until the invoice is paid or marked as paid. This applies to all overdue balances.
   
   
    
2. Under the Customer section, verify that the name and email address are correct. These details are pulled in automatically based on the volunteer you selected before clicking +Invoice.
   
   
    
3. In the Title field, type a clear name for the invoice.
   
   
    
4. Under Items, click + Add Item to add each product or service being billed.
   
   
    
5. In the Due Date field, enter the payment deadline for the invoice.
   
   
    

6. Under Payment Details, choose the Invoice Type:
   
   
    

   1. Payment for monetary payments.

   2. In-kind for goods or services instead of money or payment is not being required. 
       

7. Then, use the Fees dropdown to decide who covers transaction fees:
   
   
    

   1. Pass fees to customer: The volunteer pays the fees.

   2. Absorb fees: The event organizer covers them.

   3. Split fees (50/50): The volunteer pays half of the fees, and the event organizer pays the other half. 
       

8. Choose Yes if the payment has already been received and you’re just recording it. Choose No if you are still waiting for payment. Selecting "Yes" will close the invoice as paid immediately.
   
   
    

9. Choose Yes if you want the volunteer to receive an email notification with the invoice details right after you save it. Choose No if you do not want them to be notified yet.
   
   
    

10. In the Invoice Description box, add any additional details or notes about the invoice.
    
    
     

11. In the Invoice Memo field, type any notes or details you want to include with the invoice. This memo will appear on the invoice for the recipient to see.
    
    

12. On the left side, you can review all the details you entered earlier before sending the invoice to the recipient. It shows you exactly how it will appear in PDF format.
    
    
     

13. After reviewing the PDF version of the invoice, you can also preview how the invoice email will appear to the recipient before sending it.
    
    
     

14. You can also view how the payment page will look to your recipient. 
    
    
     

15. Click the "Create & Send" button, to save your invoice and send it directly to the recipient’s email address.
    
    

Manage An Invoice

1. After an invoice has been created and sent, you can manage it from the Invoice section of the submission. This section allows you to track payment status, edit details, resend invoices, or issue refunds. Each row shows the title, amount, sales tax, net amount, invoice number, status, and available actions. 
   
   
    

2. The status column lets you quickly see the stage of each invoice. Status options include:
    

   1. Marked as Paid – The invoice has been paid and manually marked.

   2. Paid – Payment was received through Eventeny’s system.

   3. Pending – The invoice has been sent but not yet paid.
       

3. You can take several actions to manage invoices, such as:
    

   1. Edit – Update invoice details if changes are needed.

   2. Remove – Permanently delete the invoice.

   3. Resend – Send the invoice email again to the recipient.

   4. Refund – Issue a refund for a paid invoice.