Payment by Invoice

Features and Benefits

• Self-configuration: Site visitors can configure their Orders before requesting an invoice
• Multiple payment options: Site visitors have the option to pay using a credit card or select Manual Payment (EFT, Cash, etc).
• Easy Purchase Order provisioning: The system includes Out-of-the-box Purchase Order provisioning
• Automated Invoice creation/delivery: Invoices, including Purchase Order information, are created and sent automatically
• Self-serve cancellations: Users can cancel their Orders independently, allowing flexibility if they change their minds
• Automatic Coupon release: Coupons that have already been redeemed for cancelled Orders are automatically released
• Payment notification: Site visitors can notify your Event team when manual payments have been made, helping with payment reconciliation
• Configurable options: Users can configure whether to enable the Pay by Invoice option for each of your Sites as needed

Pay by Invoice Workflow

Important Considerations

• Unlike Credit Card transactions, where payment is captured immediately, Site visitors using the Pay by Invoice option do not make a financial commitment right away.
• This can lead to situations where Site visitors create multiple Orders using this option without the intention of completing them.
• This especially becomes problematic with Coupons. For example, if there is a limited number of Coupons available for an early bird rate, a store visitor could check out multiple orders using the same Coupon, potentially exhausting the total Coupon allocation before others can use it.

To mitigate this issue:

• Site-level configuration is supported for the “Pay by Invoice” feature, giving you greater control over which Sites can utilise this functionality
• When “Pay by Invoice” is selected, users have self-service access to cancel orders, helping to address any mistakes made during the order configuration process.
• Orders cancelled using self-service access will have their Coupon redemption automatically reversed.

Recommendations

• Regularly review your recent Orders to monitor for unusual volumes of payment-pending orders
• Only enable the “Pay by Invoice” option on Sites with limited exposure (e.g., Sponsor Sites vs. general public Sites)

Enable Pay By Invoice

Before enabling the "Pay By Invoice" functionality, ensure that you have configured your invoicing details, then follow these steps:

1. Navigate to Registration > Configuration
2. Select Sites tab
3. Choose the Site you want to configure
4. Set Allow checkout by invoice to Yes
5. Press Save

The Pay by Invoice functionality will now be enabled on the selected Site.

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User experience of checking out from a Site

1. Visit the Site
2. Add Products to your Order
3. Proceed to Billing page
4. Populate all billing details and select Pay by Invoice
5. Enter a Purchase Order number (optional)
6. Press Submit Order

Important: Once an order is submitted, it will remain in a "Payment Pending" status. While in this status, the order can be cancelled by the order administrator, and the Products can remain activated until payment is completed. 

Pay a "Payment Pending" Invoice

For additional information see the article: Orders.

Example of Checkout via Invoice:

The Checkout via Invoice option will only appear on Sites that have this feature enabled.

Once enabled, it will be displayed as text beneath the Credit Card field.

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Invoice Configuration

Invoices are automatically created and emailed to the billing contact. Here’s an example of a payment-pending invoice. More examples are in the Invoice Examples section.

When populating these details:

They populate the following areas on the automatically generated Invoice:

 
Notes:

• The invoice is included in the email body and not attached as a PDF to improve deliverability
• The invoice is not customisable beyond the three highlighted fields
• Line breaks are supported in the Company Details Field
• The Manual Payment Instructions field has a character limit of 191 characters

Invoice Examples

Here are some examples of automatically generated invoices from Jomablue. These invoices cannot be customised or disabled.

The invoice issued when a Site visitor completes checkout with a credit card looks as follows:

When a Site visitor completes checkout via Pay by Invoice, they receive this invoice:

After payment is received, the original invoice is resent with an updated Amount Owing, and the or additional How to Pay section is removed.

Adjustment Fee Tax

When you cancel a Product, Item or an entire Order with the intention of issuing a refund, you have the opportunity to charge a fee. For additional information, see the article: Taxes.

Referenced articles