In this article we will guide you through how to customise order invoices generated in Ticketsolve by adding your company logo and payment details and instructions. Invoices are a really handy way to request a payment by bank transfer etc., for orders where you don't want to take the payment upfront via Ticketsolve, like school groups or corporate bookings.
What is included in an order invoice?
When an invoice is generated for an order it will include:
- Company logo
- Invoice number
- Cart reference (if applicable)
- Customer details
- Order breakdown
- VAT (if applicable)
- Amount paid
- Amount due
- Payment details and instructions
Invoices can be generated for orders that are both confirmed and reserved. Invoices can only be generated on an order-by-order basis.
Customising invoices
Add a logo to invoices
1. Create the image file for your logo that you want to be used on the invoice. The ideal size is 500px wide x 150px high, so a landscape image.
Ticketsolve Tip
if your logo is not landscape, you can use a free image editing program like Canva to place it on a white canvas that is 500px x 150px, like so:
When this pulls through onto the invoice, you will just see your logo and not the white canvas. Here's a Canva template you can use.
2. Navigate to Settings > Subdomains and select the relevant Subdomain (you may only have one to choose).
3. Click into the Uploads tab.
4. Upload the image file for the logo you want to use on the invoice. It can be a PNG or JPEG file up to 2MBs in size.
5. When the image file has uploaded click the 3 dots (additional options) icon.
6. Select Copy image URL.
7. Navigate to Settings > Subdomains and select the relevant Subdomain (you may only have one to choose).
8. Go to the Settings tab.
9. Find the setting called "look and feel".
10. Go to the Email tab.
11. Scroll down to the Invoices section at the bottom.
12. In the Invoice logo URL paste the image URL you copied before.
13. Click Update.
Add payment instructions to invoices
1. Navigate to Settings > Public Website Snippets.
2. Find the Snippet called "Invoice payment instructions".
3. In the text box, paste in the payment details. You can use HTML here if you'd like to format the text that pulls onto the invoice. If you want text to appear on multiple lines, you will need to add something like the below. If you don't add HTML to break up the lines, the full text entered into the Snippet will appear on one line.
Example HTML payment instructions:
<h1>Payment Details & Instructions</h1>
<p>
Bank of Ireland<br>
Your Venue Name<br>
BIC: BOID1234<br>
IBAN: BOI1234578912345 </p>
For help with HTML check out the website W3Schools.
4. Click Update to save.
Add a cart reference to invoices
Invoices will automatically include the Cart reference if it has been added to the Cart when the order was being created. To add a Cart reference:
1. In the Cart at Box Office click the Additional options (3 dots) icon.
2. Select Cart Reference.
3. In the pop-up add the desired reference.
4. Click Update to save.
Generating an invoice
Invoices can be generated for individual orders. To do so:
1. Go to Box Office > Search Orders.
2. Find your order - you can search by order number or customer name in the search box.
3. On the desired order click the 3 dots (additional options) icon.
4. Click View Order.
5. On the Order Summary page click the + More Actions box.
6. From the dropdown select Show invoice as DOC.
The invoice for this order will now download as a PDF to your device. It will look something like this:
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