Download an Invoice for Your Event
When your event is paid by credit card, CompetitionSuite gives you an invoice for it as a PDF. You can download it from the event's Billing Information page or from your season's Receipts report.
Why you might need an invoice
Many schools and districts need a vendor invoice on file for every purchase, even one already paid with a school credit card or purchasing card. Your card receipt shows that a payment was made. An invoice also shows what was bought, who it was bought from, and the purchase order (PO) it belongs to. Your business office or accounts payable team can file it with your purchase records.
The invoice shows the card payments and a Balance due of $0.00. That tells your business office the event is already paid, so nobody pays it a second time by check.
When the invoice is available
The invoice appears once your event is over and your card has been charged:
- The day before your event's first competition, CompetitionSuite places a hold on your card for the estimated cost. A hold is not a charge. No money moves.
- The day after your event's last competition, your card is charged for the performances that took place.
- From then on, you can download the invoice.
Invoices are not available for:
- Free events and Practice events, because they have no cost.
- Events in a season that CompetitionSuite bills by invoice. Those organizations already receive an invoice for the whole season.
Download from Billing Information
- Go to your Event and click Setup.
- Click Billing Information in the sidebar.
- Under Billing Documents, click Download invoice.
The PDF downloads to your computer, ready to email or upload to your district's purchasing system.
Download from the Receipts report
To collect invoices for several events at once, use the season's Receipts report:
- Click Reports in your organization's menu.
- Under Season Reports, expand the season and click Receipts.
- Click View Invoice next to an event to download its invoice.
View Invoice only appears for events where an invoice is available.
Add a bill-to address and PO number
By default, the invoice is addressed to your organization's mailing address, with "Attn:" and the card purchaser's name. If your business office needs something different, such as a booster club name, an accounts payable address, or a PO number, enter it in Invoice details:
- Go to your event's Setup > Billing Information.
- Under Invoice details, fill in any of these fields:
- Bill-to name
- Address line 1 and Address line 2
- City, State and Postal code
- PO number
- Click Save invoice details.
All of these fields are optional. When you enter a bill-to name or address, the invoice uses only what you entered. It does not mix in your organization's address.
You can add or change these details at any time, even after your event. Many schools issue the PO after the purchase. Just save the new details and download the invoice again. The invoice is created fresh each time you download it, so it always shows your latest details.
What the invoice shows
| Section | What it contains |
|---|---|
| From | CompetitionSuite LLC, our remit-to address and our EIN |
| Invoice number | CS-E followed by your event's ID. It stays the same each time you download |
| Invoice date | The date your card was first charged for the event |
| Bill To | Your saved bill-to details, or your organization's address |
| PO number | Your saved PO number, if you entered one |
| Line item | Your event's name and dates, with the number of performances billed, the price per performance and the total. Some older events show a single event fee instead |
| Payments | Each card charge, with the card type, last 4 digits, date and amount |
| Refunds | Any refunds, with date and amount |
| Balance due | Always $0.00, because the event was paid by card |
| Terms | Paid by credit card |
The invoice and your card receipt are separate documents. Your business office may ask for either one, or both.
CompetitionSuite's W-9
Some business offices ask for a W-9 before they will process a payment to a new vendor. Download CompetitionSuite's W-9 from CompetitionSuite Tax Information (W-9). There is also a CompetitionSuite W-9 link next to Save invoice details on the Billing Information page.
Troubleshooting
I don't see Download invoice
- Check that your event is over. The invoice appears the day after your event's last competition, once your card has been charged.
- Free events, Practice events and events in an invoiced season do not have an invoice.
The invoice didn't download
If CompetitionSuite can't reach our payment processor, you'll see an error message instead of the PDF. Wait a few minutes and try again. If it keeps happening, contact support.
My saved details didn't change the invoice
Click Save invoice details before downloading. If a field is too long, you'll see an error message naming that field, and nothing is saved until you shorten it.