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) and will be visible in the Invoice documents?
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.
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:
- Working with Invoices | Finances | run.events
- Ticket cancellations and refunds - basic information and settings | Finances | run.events
- Cancelling event tickets and refunding money as an organizer | Finances | run.events
- Approving the Ticket Cancellation Request (no money refund) | Finances | run.events
- Approving the Ticket Cancellation Request which includes a Money Refund Request | Finances | run.events