Box Office - Invoicing

Invoicing, often referred to as reservations, are a great way for you to set aside tickets that are already allocated to customers that will pay for them at a later date. Invoicing is already available on your site, and you may have seen the option appear when converting a seat to a sale from Holds. However, we've improved this tool to not only label a seat as 'invoice', but to actually put that invoice in the inboxes of your customers to pay and access their digital tickets!

Enable Invoices

The first step to use invoicing is to enable it for certain SaffireTix locations. In order to do this, you'll go to COMMERCE > SAFFIRETIX > PAYMENT TYPES. Hover over the pencil on the Invoice payment type and click Edit. The popup will give you the option of adding invoicing to your Box Office locations.

NOTE: Invoicing is only available through Manage Seats and in Web Box Office, you cannot Invoice from the iOS mobile app.

After enabling this Payment Type for your SaffireTix™ Locations, you can now log into box office and you will see 'OTHER' as a button below CARD & CASH when products are in your cart. 

When you select OTHER, you'll have a dropdown that will now include the Invoice option.

If you are building out the Invoice from Web Box Office, you can add multiple products to the single Invoice: including General Admission, Reserved seats, Packages, Season Products.

Required Fields for Invoicing

Due to the nature of how Invoices work, you are required to collect some (minimal) information.

To create an invoice, you must have: 

  • Customer/Business Name
  • Email
  • Invoice Due Date - This date allows for a flag of past due invoices in the Purchases Report. When an invoice is expired, you can choose to cancel it, remind the customer to pay it, or extend it.

The reason these are required is because when creating invoices, you will automatically send your customer an email with a link for them to pay their invoice online. 

After you submit the Invoice from Box Office, you will have the option to add a custom 'Note To Customer', this will appear in the top of the email. 

Converting Reserved Seat Holds into Invoices

Invoices can also be created from holds placed on reserved seats. For instructions, visit our Reserved Seating Holds article.

Paying Invoices in Box Office

Invoices can be paid or cancelled in the Box Office interface as well. To find an invoice, select the Sales History icon in the top right, and enter the Invoice ID #.

This will allow you to view the invoice details and select to cancel or pay an invoice, as well as print or email a pre-payment invoice receipt. Note that you cannot edit an invoice through the Box Office interface. To edit an invoice, see Edit Invoices below.


Selecting Pay will open the invoice in the regular payment screen. To exit without making payment to the invoice, click Cancel in the top left. This will cancel the payment of the invoice at that time, but will not cancel the invoice from the system.


To close the invoice view and go back to the sales screen without making changes, click the blue X at the top right of the screen.

Paying Invoices by Check in Box Office

To pay an invoice with a payment type of check, select Other in the payment screen, then select Check from the dropdown.

Note that payment by check must be enabled in Spark for this specific location to be available in the dropdown. To enable payment by check, log into Spark and navigate to Commerce > SaffireTix > Payment Types. Check will either be visible in Active or Inactive payment types, simply make sure it is active, then edit it to ensure that the location you are logged into at the Box Office is checked on the applicable locations.


Paying Invoices in Spark

To pay an invoice in Spark, simply find the purchase in your Purchases Report or Order Lookup. Hover over the invoice and select Pay.

This will bring up a payment screen similar to the Box Office that allows you to edit transaction details and pay full or partial amounts on the invoice.

Payment can be made by cash, check, card, comp, or any other payment types (located under Other) that you have set up.

View Invoices

Invoices can be viewed in the Purchases Report by navigating to Commerce > Reporting > Purchases. To see only invoices, filter by Type > Invoices; this will show both Current and Past Due invoices together. To filter further, select Current or Past Due. Note that there is no option to filter for Paid invoices. This is because paid invoices are converted into completed orders, and will need to be found by filtering by Type > Order or by another filter type such as Payment Channel. The paid invoice will be found under the payment channel used to complete the order. For invoices paid at Box Office, the payment channel is Box Office. For invoices paid online, the payment channel is Online. For more information about viewing completed orders, see our Purchases Report article.

Any Admin with access to the Purchases Report can view the invoice details by hovering over an invoice number (ID) and choosing 'View'. Other options shown in the dropdown menu will also be available once you've opened the invoice.

This allows you to see the date, time & sales channel of the invoice, as well as the invoice details.

You can add first & last name and/or modify the email address in the Customer box:

...and you can add notes regarding the transaction:

From the Actions panel on the right, you can edit, pay, or cancel the invoice if your user access settings allow. You can also send a payment reminder to the original email address set during invoice creation. To send a payment reminder to a different email, first edit the customer information to update the email address.

Edit Invoice

When you send an invoice to a customer, you're able to make edits/revisions before they complete the purchase without the need to generate a new Invoice.

When you hover over an Invoice from the Purchases Report, you'll see the option to Edit in the dropdown. This will open the invoice in a new tab of your browser to add/remove any products on the invoice before you save changes. You can also add any fees you need to add such as a delivery fee in the Order Management tool

Removing Products from Invoices

The left side of the Edit window is for removing products from an existing invoice. Click the + (plus) next to a product to expand the details.

Checking a top-level item will select everything related, or you can choose specific line items. Invoices will not have ticket codes in the export until they've been paid for and are converted to 'orders'. Once selected, those totals appear in the updated totals below. This same method is also used to change the amounts on an invoice. Click save to update the invoice.

Adding Products to Invoices

The right side of the Edit window is for adding products to an existing invoice.

  • Click the Product button then locate what you need to add by choosing a category/subcategory - or you can search by keyword.
  • You can select multiple products using the 'Add Products' button.
  • After choosing your final product, click 'Add Products and Close'.

After adding products to the invoice, the totals on the page will be recalculated. If necessary, the price of each product you're adding can be manually adjusted after it is added to the invoice.

You can also add fees to current invoices through the Order Management tool by clicking the Transaction Fee button in the Add to Invoice area under Pending Changes.

Upon saving the changes, you can choose to Email Updated Receipt to the customer with their reminder to pay the invoice. If you don't send an updated receipt, the 'pay invoice' link they previously had is automatically updated with the newly saved revisions.

If you miss selecting this before you save, but you'd still like to email an updated receipt, you can return to the purchase report and email a new receipt from there.

Once an invoice is paid, it will convert into an Order, with the invoice ID remaining the same (it is now referred to as the order ID). Any changes needing to be made to the new order (paid invoice) will be done in the same way, but with different fields available in the Order Management tool. For more details about making changes to paid invoices or any other orders, please see our Order Management article.

Customer Experience

After you've completed your Invoice to the customer from Web Box Office, an email will be sent to the email you've provided.

NOTE: Much of this email's language is standard and built off your site/account settings, if you require any changes to this, please let us know via support@saffire.com

Here is how the email will look: 

You can see the Note To Customer (mentioned above) highlighted in yellow


After receiving this email, the customer will be able to click the hyperlink to pay their invoice and will be brought to the cart of your website with those products ready to be purchased. 


As soon as they complete the Checkout process, they will get a new email with their invoice being turned into an "Order" with tickets that are now accessible to them to download and print or to show on their mobile device for access to your event!

Invoices in Reporting

Sales Report

In the Sales Report, there is a section in the Views selector for Invoices. You can select Overview, Seller, or Product.

  • These views are only present if invoicing is enabled.
  • Admins can view how much potential revenue is tied to invoices.
  • These reports can be broken down at both the transactional and product level
  • Once an invoice is paid for or cancelled it is removed from the invoice reports and the data shows with normal orders  

Inventory Report

Admins can view how much inventory is tied to invoices by viewing the Inventory Report and selecting a category. Note that the total under Invoiced only includes current (unpaid) invoices; once an invoice is paid, it is converted into an order and will be added to the total in the Sold column.

Purchases Report

Once paid, an invoice will look like any other purchase on your purchases report. However, when you create an export detail spreadsheet, you will see special columns that contain information about invoices status. This will allow you to see which purchases were the result of a paid invoice, as well as other information about the invoice such as:

  • Invoice Created Date
  • Invoices Created User
  • Invoice Created Location
  • Invoice Paid Date
  • Invoice Due Date
  • Last Invoice Payment Reminder Date
  • Total Invoice Payment Reminders Sent

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