For paid events in Invitedesk, you can use our Paydesk. You can find it in the top bar of Invitedesk, and it allows you to collect entrance fees directly within the platform.
Paydesk section
You can manage three levels of payments:
Payment Profile: Set up your preferred payment provider.
Paydesks: Configure payment options for individual events.
Invoices: Send invoices to your guests as needed.
Payment profiles
You can choose from the following payment providers and set up the integration by entering the keys and/or IDs provided by your payment provider.
Paydesks
Here, you configure payments at event level. This is where you define the general payment settings, enter the beneficiary details, configure the invoice settings, and link a payment profile.
You can select the currency for the event and define the email address for invoice delivery. In addition, you must enter the beneficiary information (the party issuing the invoice). You can indicate whether VAT applies and, if so, specify the VAT percentage.
Under Document Generation, you choose whether the system generates an invoice, a payment confirmation, or allows the participant to choose between both options.
This selection has an impact on the registration page. If invoice is enabled, participants must complete additional invoicing details during registration. An invoice is always issued in the name of the beneficiary.
In the Payments section, you select the payment provider and link the correct payment profile to the event. You can also upload an invoice banner. This banner functions as a default template. It acts as a placeholder, meaning you can still modify the banner at event level afterwards if needed.
Invoices
This section allows you to monitor whether payments are completed, pending, or outstanding. If a payment was not made via the Invitedesk paydesk, you can update the status by manually confirming the payment.
In the Invoice Overview, you can find the following information:
Invoice number
Type
Name
Internal reference
Document date
Payment status
Total
By clicking on an invoice, you can also open it as a PDF & UBL and view additional details.
Event level
To make an event paid, activate the “Paid event” slider in the Event details and select a payment method such as Paydesk or Stripe.
If you select Paydesk, an additional Paydesk tab will appear within your event dashboard. Paydesks are created and managed in the Payments section of Invitedesk (accessible via the top navigation bar). Once a Paydesk is created, you can link it to your event.
In the Location & Date section of your Event, you can define different pricing categories, such as separate prices for internal employees (e.g. segment colleagues), external guests, and additional guests per venue.
When configuring the Paydesk for your event, you can add a payment reference to connect transactions clearly to the event. You also have the option to enable VAT reverse charge if applicable.
To test your setup before going live, you can enable Test mode. This allows you to go through the full payment flow without completing an actual transaction.
At event level, you can upload a custom banner for payment documents and add text for a debit note or credit note if needed.
You can also create promo codes. There are four different types of promo codes available, depending on how you want to apply discounts (e.g. percentage-based, fixed amount, fixed price or a budget voucher that you can use over multiple events).
The payment flow
The payment flow consists of the following steps:
On the registration page, when invoice is selected as the payment method, the required invoice fields are automatically displayed. The invoice email address can be different from the registration email address. If the registration is made for a company, a valid company VAT number must be provided.
After registration, a payment document email is sent automatically. If needed, you can disable or resume the automatic sending of this email. The email contains a PDF payment overview, and in the case of a company registration, the invoice PDF is attached.
In the Invitee list, participants who have not yet completed their payment but registered for the event, will receive the status Payment pending for 15 minutes.
Online payments/Wire transfers
In the paydesk settings you can choose to enable
- online payments,
- bank transfers or
- both
If online payment is enabled, the guest will be redirected to the payment provider immediately after clicking “Register” (for example, via Mollie).
If the guest does not complete the payment on a public registratin page (so without a personal invitation), their status in the invitation list will temporarily change to Payment Pending. If the payment is not finalized within a couple of minutes, they will be removed from the list.
If the guest was personally invited and clicks on “Register” but does not finalize the payment within approximately 15–30 minutes, their status will change from Payment Pending to Expired.
If bank transfer is enabled, the guest will receive an email with the payment details. Their payment status in the invitation list will remain Pending until it is manually changed to Paid.
You can manually mark the invoice as paid via Payments → Invoices. You can access this page by clicking the redirect button in the Payments Overview section under Contact Details.