Event payment system for managing event invoices and registrations

Manage event payment processing plus run invoices for your venue or event business with our event payment software

Generate more revenues with colorful, detailed event proposals and save time with branded event proposal templates

White Laptop
1 OF 20+ TOOLS IN OUR PLATFORM

Event payment processing + invoicing is included in the Planning Pod software suite

INCLUDED IN THE FOLLOWING PRODUCTS:

Venue Management Software

Perfect for event centers, hotels, restaurants, corporate facilities, non-profit venues and reception halls.

Learn more

Event Management Software

Perfect for corporate events, meetings, weddings, galas, fundraisers, educational events and more.

Learn more

"Planning Pod has completely streamlined our process of booking events, invoicing customers and processing payments ... and their customer service is excellent."
- Lisa Hardwick, Deed Foundation

Lisa Hardwick, Deed Foundation

Streamline how you collect payments for invoices and event registrations / tickets

Event credit card processing simplified

Effortlessly collect credit card payments online or offline for event registrations and invoices. We integrate with the payment gateways WePay and PaySimple so you can receive direct deposit payouts as soon as 2-5 business days after each transaction is approved.*

Create and email detailed invoices with ease

Our event invoice generator lets you build invoices with unlimited line items, tax rates, markups/discounts, categories/packages, service fees and gratuities. Collect payments in full or in installments and set up payment reminder emails. Includes credit card and check payment options.

Track payments for event registrations

Our online event payment and registration tools make it easy for your attendees to sign up and pay via credit card or check. These tools integrate with our event websites and embeddable registration forms as well as our event check-in app for an on-site, point-of-sale payment solution.

Credit card fees that don’t break the bank

For invoices, credit card processing fees are 2.9% + $0.30 per transaction. For event registrations, fees are 2.9% credit card processing fee plus 2.25% + $0.99 service fee per ticket. No fees apply to free event tickets or to check payments (which occur outside our system).*

A secure solution that’s easy to use

Every Planning Pod account comes with a pre-approved WePay account ... no application required. Setting up invoices or registration forms is a snap so you can start getting paid fast. And we diligently follow data security best practices, including PCI compliance for payments.

*Planning Pod has partnered with WePay as our preferred credit card processor; minimal setup required to start receiving payouts. WePay typically releases funds 2-5 days after a credit card payment has been processed, provided your WePay account has been set up properly and a transaction has not been flagged for review.
Invoice Payment Reminders

FYI ... If you’re interested in our online event payment system, you may also like our: Contracts and e-Signatures ToolEvent Budget ManagerEvent Proposal BuilderEvent Registration ManagerEvent Website Builder


USED BY 20,000+ EVENT PROFESSIONALS

What’s inside our Web-based event payment platform

See why more event planners and venues rely on our payment processing and invoicing tools for banquets, conferences, corporate events, fundraisers, galas, meetings, parties and weddings

Top Payment Processors

Planning Pod works with the reputable processors WePay and PaySimple to handle event credit card processing and ACH payments. Receive payouts in as little as 2-5 business days.

Reporting

Download comprehensive .csv reports on payments, revenues, open invoices, registrations/tickets, taxes collected, more. Compatible with Excel and Google Sheets.

Email Notifications

Send invoices and payment reminders via email directly from inside your account. Set up email payment notifications for registration/ticket orders.

Integrations

Connect to your accounting program (Quickbooks, Xero, Freshbooks, etc.) and hundreds of other software platforms via the Zapier platform to avoid double-entering data.

Invoicing Feature

Credit Card Fees

For event invoice payments, WePay credit card processing fees are 2.9% + $0.30 per transaction. You have the option to absorb these fees or pass them along to clients.

Invoicing Feature

Payment Installments

If you bill your clients in installments, within each invoice you can set up scheduled installment payments with reminder emails that include a link to an online credit card payment form.

Invoicing Feature

Event Invoice Templates

Do your invoices often contain the same items or packages? Build unlimited event invoice templates and line item templates to save tons of time when creating new invoices.

Invoicing Feature

Check Payments + Deposits

You can accept and track check payments against invoices. And if you require security deposits, you can manage deposits inside invoices and, if desired, credit them as invoice payments.

Invoicing Feature

Detailed Line Items

Create invoice line items with quantities/hours, unit costs and detailed descriptions. Attach images to line items to add color and more detail to your invoices.

Invoicing Feature

Categories and Packages

Create categories to which you can assign invoice line items. Great if you need to organize your invoices into sections or combine line items into packages.

Invoicing Feature

Taxes and Markups / Discounts

Add one or more sales tax rates to your account and easily assign a tax rate to any line item. Add percentage markups or discounts to line items with our event payment system.

Invoicing Feature

Service and Gratuity Charges

Instantly add service charges or gratuities to invoices (either a percentage of the invoice total or a fixed dollar amount). Also add delivery and setup fees. Great for event venues and caterers.

Invoicing Feature

Branded Documents

Customize the PDF invoices (and sales receipts) you email to clients or download from your account with your organization’s logo, brand color and contact details.

Invoicing Feature

File and Image Attachments

Do you need to attach invoices/receipts from vendors or suppliers to your invoices? Or include images related to your billings? Quickly upload files and images to your event invoices.

Invoicing Feature

Dashboards

Get an at-a-glance summary of your invoices and billings with our easy-to-read invoicing dashboard. Sort invoices by date range, balances due, payments made, client name, etc.

Invoicing Feature

Event POS Portal

Need to take a credit card payment in person or over the phone? Just use the event POS portal located inside each invoice for manual event credit card processing.

Registration Payment Feature

Credit Card Fees

For event registrations and ticketing payments, credit card fees are a 2.9% processing fee plus 2.25% + $0.99 service fee per ticket. No fees apply to free event tickets.

Registration Payment Feature

Check Payments

Our online event payment and registration software lets you accept payments-by-check (outside of our application) for registration orders and track when checks arrive.

Registration Payment Feature

Event Registration Websites

Build colorful registration websites to promote your events. Create custom registration and online payment forms by adding tickets, pricing schedules, discount codes, more.

Registration Payment Feature

Event Check-In App

Use our check-in and event payment app to keep lines at the door short by quickly checking in ticketed attendees and selling tickets to walk-ups with our event point-of-sale portal.


Learn more about our solutions for venues, event businesses and event planners


RECENT POST
Jeff Kear · Owner, Planning Pod

9 things to look for in an rock-solid event payment system


Often when event professionals begin to look for event business management software, they don’t think of payment processing first. People in event management tend to prioritize tools for building agendas and schedules, managing tasks, collecting registrations, tracking attendees and building budgets. People in venue management are all about managing bookings and clients and tracking leads and prospects.

However, event payment processing can potentially make a bigger difference to your business’s bottom line than any of those other tools because:

  • Integrating online credit card payments with your invoicing and event registration tools can increase cash flow because you get paid sooner.
  • Offering customers multiple ways to pay (credit card, check, ACH, etc.) can lead to more purchases (and more timely payments).
  • Lower credit card processing fees can put money back in your pocket (whereas high fees can eat into profits).

With that said, here are nine things you should consider when shopping for an event payment system.

1. Reliable payment processors

Many event management software and venue management software providers (like Planning Pod as well as Eventbrite, Cvent, Xing Events, RSVPbook, Ticketbud and RegPack) integrate with one or more credit card payment processors that are responsible for running and managing credit card transactions. There are hundreds of such processors out there, but a few of the most popular and reputable include WePay, PaySimple, PayPal, Stripe, BrainTree and Authorize.net.

You would be well served to compare the processors you are considering by rating them on the following factors:

  • Credit cards accepted - Can include Visa, MasterCard, American Express and Discover.
  • Time period before funds are remitted - This is how quickly the processors deposit funds in your bank account after the transactions are approved ... good rule of thumb here is 5 days or less.
  • Processing fees - These can vary from 5.5% to less than 2.5% per transaction (average tends to hover around 3%), but make sure you read the fine print before signing up.

2. Invoicing

The cornerstone of any good venue or event business management system is a solid invoice generator. This tool should allow you to quickly and easily build invoices as well as send invoices to clients and collect payments on them. Many venues and some event planners bill in installments, so an event invoicing platform should also offer the ability to set up and process installment payments. Another big timesaver is the ability to create event invoice templates that are standard to your type of business (like event planner invoice templates, venue invoice templates, etc.).

3. Registration and Ticketing

Most people are accustomed to paying for tickets for all kinds of events online and by credit card (including concerts, fairs, festivals, conferences, fundraisers, etc.), so integrating payment processing into your event registration and ticketing processes is vital to maximizing attendance and revenues. Additional features that can improve your online event payment and registration processes are event payment websites, online registration forms, social media integrations and attendee management tools.

4. Check Payments

Not everybody pays by credit card, as there are still some people who prefer paying by check or cash. In these cases, it behooves you to look for a event payment software solution that offers a pay-by-check option and the ability to track these payments.

5. Email Notifications

Having an event payment system that utilizes email to notify customers and attendees is very important and for two reasons. 1) You need to be able to quickly and efficiently send invoices to clients or invitations/reminders to potential attendees. 2) You need to be able to notify clients and attendees in a timely fashion that their payment has been received or their transaction has been processed.

6. Reporting and Dashboards

Knowing the current status of payments and revenues is vital to any venue or event planning business, which is why customizable reports and informative dashboards are a huge asset. They let you know the status of things like open invoices, ticket sales and recent payments in a snap, allowing you to make informed decisions about your business.

7. Mobile friendly and cloud based

The advantages of using Web-based software are pretty well-documented by now (like no need to maintain software on your devices, no downloads or installation, no fees for updates/upgrades, no data loss if your computer or device fails, etc.), but you should also consider an event payment system that is mobile-friendly so you can use it on any device - smartphones, tablets, laptops and desktops - anytime, anywhere.

NOTE: If you run an event venue or an event planning business, you are probably on-the-go and not at your desk very often, so mobile-friendly event invoicing software or an event payment app is a must.

8. Branding and customization

Being able to add your organization’s logo and branding to your event invoices (and event invoice templates), online credit card payment forms and other financial documents can help increase your brand awareness and add a professional touch to your transactions.

9. Integrations

Most event accounting software applications (including Quickbooks, Xero and Freshbooks) offer many features with regard to bookkeeping and expense tracking, but they often don’t provide the custom features that venues, event planners and businesses require for building detailed event invoices and collecting payments. So the event payment system you choose should be able to integrate with those other platforms so you don’t have your financial data spread across multiple programs.

Also, if you track your customer or attendee contact information, you should seek out an event payment software solution that contains an event CRM tool or integrates with another CRM software.


Learn more about our solutions for venues, event businesses and event planners