Invoicing grants exhibitors and sponsors access to My Account functionality, providing complete visibility and control over their finances after purchasing booths and sponsorships. This self-service solution enables companies to autonomously track order details, payment schedules, and outstanding balances directly from the Event Portal.
The Invoicing and My Account functionality described in this article is specific to exhibitor financials. Users manage settings for their individual Event Portal account via the My Account link in the user dropdown menu.
Access the My Account - Invoicing Site Page
The Invoicing site page can only be accessed by user accounts that are associated with a company or organization in the system. For Admin accounts that are not associated with a company, show management staff can impersonate a company contact to view the page successfully.
Allowed company contacts can access the page from the main navigation bar by expanding the User Dropdown Menu, then clicking Company Invoice.
Additionally, users can now quickly toggle between multiple organizations by clicking the Primary Company name from the user menu. This action opens a modal and displays a Primary Organization dropdown field. Upon making the desired selection, the user can confirm the booth number, company Id, and Org Id to ensure the correct invoice loads.
On this page, Exhibitors can view the following details:
- Bill To – The company name and address as listed in the company record in Global Admin.
- Invoice Date – The date of the most recent order placed in Global Admin.
- Invoice Number – Equivalent to the most recent statement number that appears on the statement report in Global Admin.
- Booth Numbers – The assigned booth associated with the company’s order.
- Purchase History Table – Displays an itemized breakdown of financial items attached to the order.
- Remaining Balance – The amount due as calculated according to the defined payment schedule.
- Payment Information – Custom details configured by the show management team.
Site Admins can further customize specific settings on this page on the backend by navigating to Admin Panel ➔ Payments ➔ Payments Manager ➔ Invoice Configuration.
With this tool, admins can configure the following fields:
- Invoice Number Type – By default, this field is set to the Company Id + EventId setting. This option ensures the statement number appears on the invoice.
- Hide Payment Schedule – Toggle the checkbox to control visibility of the payment schedule on both the Invoicing screen & the PDF file downloaded by users.
- Additional Content – Displays custom content previously added to the Payment Information section of the Invoice Report (Template 35) in Global Admin.
- Invoice Logo – Upload a unique image that appears specifically on the invoice. If no logo is added here, the ‘Large Logo’ defined in the Navigation Editor will be used.
Additionally, page design can be edited on the backend as well by navigating to Admin Panel ➔ Site Building Tools ➔ Page Editor. Under the Organizations section of pages, locate the Invoice page (page id: /organizations/myaccount) and click Edit.
Admins can modify page-specific detail settings, then, after clicking Save, click the URL located beneath the Page URL field to confirm updates quickly.
From here, Site Admins can further customize page design by adding a Custom HTML block to provide additional messaging, adding the Organization Sponsorship block to feature prominent sponsors, and more.
Alternatively, on the Payments > Organization Invoices block, click Edit, then scroll down to customize the message that appears if the target company does not have an invoiced order attached to their account.
Important Note: Do not remove the Payments > Organization Invoices block from this page, as doing so removes all invoice information for all companies across the site.