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Payments

Receipts, invoices and VAT

What hirers are sent when they pay, where every document is kept, and how the hall’s charity and VAT details appear on them.

Hall managers2 min read

Where to goYour hall → Diary → Payments → The hall’s details on receipts

Receipts go out by themselves

Each payment you mark received or record, and each card payment, gets a receipt, emailed to the hirer. There is nothing to write or send.

Open a booking to find its documents under Receipts and invoices. Each is a PDF. The hirer can download theirs again from their own booking page.

If a payment is taken off with Undo, the hirer is sent a corrected receipt. Each receipt keeps its history: the original and every updated copy, with dates.

Every receipt for a booking is kept here. The hirer can download theirs from their booking page.

Every receipt for a booking is kept here. The hirer can download theirs from their booking page.

A paid booking’s side panel with the hire and deposit marked received and its receipt listed under Receipts and invoices, with the date it was sent.

Example screens: use your own hall and booking details. On a small screen, scroll within the image.

Invoices for organisations

When you accept with Send an invoice, the organisation is invoiced instead of being sent to the pay page. It shows as owed in Payments until it is marked paid.

On the booking, the Invoice block takes a Purchase order number with Add the PO, and Send the invoice only once the PO is added holds the invoice until then. Send a pay link instead moves the hirer to the pay page.

To cancel an invoice, choose Cancel with a credit note beside it.

The hall’s charity and VAT details

  1. Open Diary → Payments and choose The hall’s details on receipts, under the list. The link is shown to the person in charge, who is the only one who can change them.
  2. Enter the Registered charity number, or leave it empty. Tick The hall is registered for VAT only if it is, then enter the VAT number and Registered from.
  3. Choose Save the details. New receipts use the new details from then on.
  4. If receipts have already gone out with the old details, choose Leave them as they were or Send updated copies to these hirers, then Done.
New receipts use these details from the moment you save them.

New receipts use these details from the moment you save them.

The Receipts and invoices page with the hall’s charity number and the VAT box on the left, and the receipts sent this month on the right.

Example screens: use your own hall and booking details. On a small screen, scroll within the image.

Downloads for the accounts

On Diary → Payments, Download for the accounts has one row per payment for the month: date received, hirer, booking, reference, method, hire, deposit, returned, kept, and who marked it.

Receipts and invoices (PDF) has every receipt, invoice and credit note issued in the month, each updated copy beside its original.

Screenshots use an example hall and fictional details. On a phone, some navigation is under More or the arrow beside the Diary heading.

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