How to Submit an Invoice
Vendor Guide
3 min read
Help articles may not be fully accurate — they can lag behind the app due to frequent updates and automated translation. If in doubt, please contact support.
On this page
After an organizer confirms your assignment to an event, you can invoice them for your services directly through the platform. There is no draft or save-for-later step — submitting sends it straight to the organizer for approval, so get the line items and totals right before you click through.
Before you start
You can only create an invoice against an assignment with status Confirmed. If the event does not appear when you click Create Invoice, you are still Invited, or you declined it — accept the assignment first.
How to submit an invoice
- Go to My Invoices and click Create Invoice, then choose the event from the list of your confirmed assignments.
- Add one or more line items — a description, quantity, and unit price each. The line subtotal and running invoice subtotal calculate live as you type.
- Set a single Tax percentage for the whole invoice, if applicable — tax applies to the invoice as a whole, not per line item.
- Optionally set a Due Date — this is the date you expect payment by; the organizer does not set it for you.
- Optionally add Notes for anything the organizer should know about this invoice.
- Check the totals at the bottom, then click Submit Invoice. It is sent immediately with status Submitted — there is no confirmation step and no way to edit it afterwards.
Settings explained
- Quantity / Unit Price — multiplied to give each line’s subtotal; both accept decimals, so hourly or fractional-day billing works.
- Tax — a single percentage applied to the invoice subtotal as a whole. Leave it at 0 if you are not charging tax on this invoice.
- Due Date — purely informational for you and the organizer; nothing in the platform chases payment automatically if it passes.
- Notes — free text shown to the organizer on the invoice page; there is no attachment or file-upload field on an invoice, so anything that needs a receipt or supporting document has to be sent to the organizer outside the platform.
Tracking your invoice after submission
An invoice can only move forward through three states:
- Submitted — waiting for the organizer to review it. There is nothing further for you to do.
- Approved — the organizer has approved it. Payment has not been marked as sent yet.
- Paid — the organizer has marked it paid; the invoice shows the date it was paid.
Good to know
- There is no in-app way to edit, cancel, or resubmit an invoice once you have clicked Submit. If you catch an error — a wrong quantity, the wrong tax rate, an item you forgot — contact the organizer directly, since there is no messaging thread attached to the invoice (see Communication with Organizers).
- Invoice numbers are generated automatically in sequence (for example
VI-2026-0001) and cannot be set manually. - Approval has no fixed timeframe on EventMann’s side — how quickly an organizer reviews and approves an invoice is entirely up to them.
Troubleshooting
- I cannot find the event to invoice against — only Confirmed assignments appear in the Create Invoice list. Accept the invitation first if you have not already.
- I need to attach a receipt or supporting document — there is currently no attachment field on invoices; send it to the organizer directly instead.
- I submitted the wrong amount — there is no edit function; contact the organizer and arrange the correction outside the invoice, since the platform will not let either of you change it.