Send Invoices and Payment Reminders
Generate invoices, resend invoices, download copies, and chase outstanding participant balances.
Article guidance
Invoices and reminders keep payment follow-up inside the event record. They reduce the number of side emails your finance team has to reconcile later.
Invoice actions
- Generate or send an invoice when participant totals are ready.
- Refresh an invoice after pricing changes.
- Resend an invoice when the participant cannot find it.
- Download a PDF copy for finance or manual sharing.
- Let participants download available invoices from their portal.
Before sending invoices
- Check participant status and selected dates.
- Check catalogue choices, coupon codes, VAT, manual adjustments, and payment method wording.
- Confirm the invoice contact email is correct and the participant should receive the invoice now.
Send reminders
- Open the event Payments tab: Review the summary and filters.
- Check unpaid and part-paid records: Make sure totals, invoices, and payment instructions are correct.
- Use the reminder action: SmartGig queues reminders to participants who still have a balance.
- Review later: Use filters to see what remains outstanding after participants respond.
When not to remind yet
- Pricing or VAT has just changed and invoices have not been refreshed.
- The participant has queried the balance and the team has not answered.
- A manual bank transfer, PayPal payment, or external payment may already have arrived but has not been reconciled.