Invoice (Orders/Pro-forma Invoice, Cancelation) Settings

After you have chosen the option of order-invoice flow, and you have set your payment options (Offline and/or Online), now is the time to set properly your orders/pro-forma invoices and invoices.

Invoicing (Tax Invoices and e-Invoices) features include:

Automatic Tax Invoices: Instantly generate compliant invoices for every transaction, with customizable formats and branding.
e-Invoicing Ready: Support for EU-standard e-invoicing protocols like XRechnung, Factur-X, and Peppol. E-Invoicing with run.events (EN16931 / ZUGFeRD / Factur-X)
Multi-Currency & VAT Logic: Built-in support for international tax rules and VAT calculations.
Integration With Registration & Sales: Invoices are automatically linked to registrations, tickets, and payments.
Downloading & Emailing: Attendees and partners can access invoices anytime via portal or email.

Step 1: Set up Payment Settings

Specify Payment Settings:

Due days for Payments
Show Registration number – This information will be visible as part of the Invoice
Registration Number Required, Tax Id Required, Tax Type Required fields - this information will be required as part of the Attendee Online Registration and Ticketing process, in the Payment step when a Customer is buying as a company (not as individual)

Step 2: Set up your Invoices

Set up your Invoices under Invoice Settings (Event level -> Finances)

2.1. Configure Invoice Number Settings

Suggestion: Align with your accountants if needed

The most important thing here is to configure Ticket Serial Numbering, which must be legally compliant with your country specifics

Add prefix or delete it – sometimes is easier to distinguish invoices dedicated for event connected invoices
Number needs to stay as it is
The year you can leave or remove
Reset number on the year break – mark it if you want that year is changing into a new year

2.2. Configure Invoice Texts

2.2.1. Custom Invoice field text configuration

Include Payments instructions, see an example:

Bank details: IBAN (account number), BIC, SWIFT code, Bank, Country
Company details: Company name, Address, VAT, Tax Nr, etc.
Payment Due date
Cancellations, refunds instructions

2.2.2. Custom Footer field text configuration

Include Legal Payments instructions, specific for your country see an example:

Management, Registration information, Capital

2.2.3. If applicable, configure text rules and payment instruction for specific country/ies:

2.2.4. Free Text field for Customers

This free text field will be optional as part of the Attendee Online Registration and Ticketing process, in the Payment step when a Customer is buying a ticket and it will be visible in the Invoice.

Learn more about Invoices/Orders editing: Invoices/Orders editing | Finances | run.events

Cancellation and Refunds

run.events gives you full flexibility and control over your refund policies—with automation that keeps your team and attendees informed every step of the way.

Custom Refund Policies: Set rules by ticket type, timeframe, or cancellation reason.
Automated Workflows: Trigger refund actions, notifications, and invoice updates automatically.
Full or Partial Refunds: Process adjustments with precision, including service fees and VAT corrections.
Self-Service Cancellations: Let attendees manage cancellations through their personal dashboard.
Real-Time Reporting: Track cancellation rates, refunded revenue, and trends at a glance.

Step 3: Set up your Orders/Pro-Forma Invoices, Cancellations, Invoice Corrections

Repeat all the actions under step 2, but based on the specifics for every type of a document

Next steps: