Billing & Payments

Overview

The Financial page provides a complete view of conference invoices and payment activity. Access it by clicking the Financial card from a conference's detail page.

The page has up to two tabs depending on your permissions:

• Invoices — view and manage invoices generated from registrations. This includes housing invoices, registration invoices, and optional other invoices generated for a conference.
• Payments — track payment status across all chapters and allows you to manually accept, refund, or void payments.

Invoices

The Invoices tab shows all invoices associated with the conference. Invoices are automatically generated when a chapter submits a registration.

Invoice Types

Invoices can cover different aspects of a registration:

• Registration — fees for participant registration
• Housing — fees for hotel room assignments
• Other — any other invoices generated for a conference. This is typically used for invoicing item sales, ticket sales, conference merchandise, or other non-registration/housing-related items.
• Combined — a single invoice covering multiple invoice types, such as both registration and housing.

Invoice Statuses

Each invoice has a status that reflects its payment state:

• Draft — the invoice has been created but not yet issued to the chapter
• Issued — the invoice has been sent and is awaiting payment
• Paid — the full amount has been received
• Partial — some payment has been received but a balance remains
• Overdue — the invoice is past its due date and has not been fully paid
• Void — the invoice has been cancelled

Viewing Invoice Details

1. Navigate to the conference detail page and click Billing.
2. The Invoices tab displays by default.
3. Invoices are grouped by chapter. Click the expand arrow on a chapter to see its individual invoices.
4. Each invoice shows the invoice number, type, amount, amount paid, balance due, and status.

Paying an Invoice via Stripe

If Stripe is configured for the conference (see Conference Settings), chapters can pay invoices online:

1. Expand the chapter's registration to view its invoices.
2. Click Pay Now to start the Stripe checkout flow.
3. Complete the payment through the Stripe-hosted checkout page.
4. On success, you will be redirected back to the application and the invoice status will update.

Printing and Downloading Invoices

• Click Print to open a print-friendly view of the invoice.
• Click Download PDF to save a PDF copy of the invoice.

Payment History

Click Payment History on a registration to view all past payments, including the date, method, amount, and transaction reference.

Payments

Chapter Payment Table

Below the summary, a table lists each chapter's payment status:

• Chapter Name — the chapter that submitted the registration
• Total Owed — total invoiced amount for that chapter
• Total Paid — total payments received from that chapter
• Balance — remaining balance due
• Status — Paid, Partial, or Unpaid

Use the search bar and status filter to find specific chapters or narrow down the list.

Record a Payment

You can record a payment for a chapter by clicking the Record Payment button in the table. This will open a popup where you can enter the payment amount, payment method, payment type, payment date, and any optional notes.

Once recorded, the payment will be deducted from the chapter's total balance due. If the payment amount is greater than the balance due, the balance due will be set to $0 and the payment will be marked as "Paid" with a credit issued to the chapter.

Payment History

Next to each chapter's payment status, you will see a Clock button to view the payment history for that chapter. This will open a popup with a table of all past payments for that chapter. Next to each payment, you can view details, void a payment, refund a payment, or permanently delete a payment.