This email will be from an event participant that needs to be catalogued.  Make sure you are the event organizer of that participants event.  Open that email.  The email will look something like this.

In the event that a participant fails to send you an email with invoice information within a week of them registering, be sure to follow up with them. Send them this link to inform event participants of the steps necessary to get you the invoice

Inside your event the Manage Registration > View Orders tab you’ll find the participant with the status marked “Pending”.  Click on their Order Reference Number, then click on Download Invoice. Save it somewhere you won’t lose it, Google Drive is a good option for this. A possible folder name could be “My Event Name Invoices.”

With the participant email and invoice open, find the following information:

1. Invoice number
2. Invoice Amount
3. Pay by date
4. Participant name
5. Participant organization
6. Participant Email address
7. Participant Address

You will need this information for coming steps. After gathering the information above please complete the form below. This form will notify the business office what to expect regarding how the registrant intends to process the invoice for the event.

Now that you’ve catalogued the invoice as received and recorded when the participant intends to pay, head to your event in Eventzilla.

Open Eventzilla, click on the event you’re hosting.

1. Once at your event, click on Manage Registrations > View Orders.
2. Find the participant buyer name.  Since they are paying by invoice their status will be “Pending”.
3. Within that row check the box on the left hand side, and below click on the “confirm order” button.

This now has that participants seat saved for your upcoming event.  This also accounts for a ticket/seat in your event count.

1. Once at your event, click on Manage Registrations > View Orders.
2. Find the participant buyer name.  Since they are paying by invoice their status will be “Pending”. You will see that they have multiple tickets in the ticket column.
3. Click on the “Order Reference” number in that row.
4. Check every checkbox for all participants, then click the  “Confirm Order” button.

Do not delete their email, keep track of their registration and when they will pay somewhere in your records. In the event that the participant doesn’t pay on time. Set a reminder at some point in the near future to follow up with this person via email in the event they haven’t paid.  You’ll be preforming periodic checks on participants who have their status marked as “Pending”.

Congratulations, you have just registered a participant that is paying by invoice for your event!