How to Use the Invoice Feature in Event Genius – Setup, View Invoice, and Email Placeholders

Event Genius Pro (Standard tier) includes a full invoicing feature for event registrations that have payment information. Each registration can have an invoice that shows line items, totals, payment status, and your branding. Registrants and administrators can view invoices from the WordPress admin, from a secure link in emails, or from a “View Invoice” button on the event page. This guide walks you through what invoices are, how to set them up, how to use them, and why they’re useful.

What is an invoice?

An invoice is a single-page document tied to one registration. It includes:

• Your branding – Logo and company (billing) info at the top, which you configure in settings.
• Invoice details – Invoice number, issue date, and status (Paid or Unpaid).
• Bill To – The registrant’s name and email.
• Event details – Event name, date, and venue.
• Line items – A table of each charge (e.g. ticket type, quantity, unit price, line total).
• Totals – Subtotal and either Amount Due (unpaid) or Amount Paid (paid).
• Payment instructions (unpaid only) – Custom text you set, plus an optional “Pay Now” button so the registrant can complete payment from the invoice.
• Footer note (optional) – Refund policy, contact info, or payment terms at the bottom.

Invoices are generated when someone views them (from the admin, from a link, or from the event page). They always reflect the current registration and payment data, so they stay accurate.

Where invoices appear

In the WordPress admin

When you open a registration and go to the Payment tab (or open the edit payment modal), the Payment Information section has a “View Invoice” link at the top. Clicking it opens the invoice in a new tab. This uses the same invoice layout and settings as the front-end link; only admins (or users who can manage registrations) can use it from the admin context.

In confirmation and payment emails

You can add invoice placeholders to your confirmation or receipt email templates so registrants get a link in email:

• {invoice-url} – The raw URL to the invoice. Use this when you want to build your own link (e.g. in custom HTML).
• {invoice-link} – A ready-made link (e.g. “View Invoice”) that uses the URL and the link text you set under Events > Settings > Payments > Invoice.
• {invoice-number} – Just the invoice number (e.g. for reference in the email body).

Links in emails include a secret key so the recipient can open the invoice without logging in. That way, even if they’re not signed in, they can view or pay from the invoice.

On the event page (Manage Registration modal)

Logged-in users who have already registered for an event see a “Manage Registration” (or similar) button on the event page. When they open that modal, they can see their registration and actions such as Complete Payment, Resend Confirmation, or Cancel. You can optionally show a “View Invoice” button there too. If enabled in settings, clicking it opens the invoice in a new tab. When disabled, registrants can still use the link from their confirmation or receipt email.

Who can view an invoice?

Access is controlled so only the right people see each invoice:

• Administrators – Anyone who can manage registrations can open any invoice (e.g. from the admin Payment tab or from a link).
• The registrant – The user who is attached to the registration can view their own invoice (e.g. when logged in and using the View Invoice button on the event page, or when using a link that identifies them).
• Anyone with the correct link from email – Links in confirmation/receipt emails include a secret key. If someone opens that link, they can view the invoice even if they’re not logged in, so they can pay or save the invoice without an account.

If someone tries to open an invoice without one of these, they see an error and the invoice is not shown. That keeps payment information private.

Walkthrough: How to set up and use invoicing

Step 1 – Configure invoice settings

Go to Events > Settings > Payments and open the Invoice section.

• Logo URL – Enter a URL or choose an image from the Media Library. This appears at the top of the invoice. Leave blank to use the site logo or hide a logo.
• Company Info – Enter your company name, address (line 1 and 2), city, state/region, postal code, country, email, website, phone, and optional Tax ID / VAT ID. This is the “Bill From” / issuer block on the invoice.
• Instructions (if unpaid) – Text shown on unpaid invoices below the line items. You can add a “Pay Now” button by including the placeholder {complete-payment-button}. Registrants who open an unpaid invoice can click that button to complete payment.
• Invoice footer note – Optional text at the bottom of every invoice (e.g. refund policy, contact details, payment terms). Leave blank to hide.
• Invoice link text – The label used when a link to the invoice is shown (e.g. in emails with {invoice-link} or on the “View Invoice” button in the registration modal). Default is “View Invoice”; you can change it to “Download Invoice” or similar.
• Show in Manage Registration Modal – Turn this on to show a “View Invoice” button in the front-end modal when a logged-in registrant manages their registration on the event page. Turn it off if you prefer to only send the invoice link by email.

Step 2 – Add invoice placeholders to emails

In your confirmation or receipt email templates (under Events > Settings or in the form/event email settings), add one or more of:

• {invoice-link} – Easiest: a full link with the text you set in Invoice link text.
• {invoice-url} – Use when you need the URL only (e.g. in an href or custom sentence).
• {invoice-number} – Use when you only want to show the invoice number in the email body.

After you save, new confirmation or receipt emails will include the invoice link or number so registrants can open or reference their invoice from email.

Step 3 – View an invoice

As an admin: open a registration, go to the Payment tab or edit payment modal, and click “View Invoice” in the Payment Information section. The invoice opens in a new tab.

As a registrant: use the link in the confirmation or receipt email, or (if you enabled it) click “View Invoice” in the Manage Registration modal on the event page. Unpaid invoices can show your “Pay Now” button if you added {complete-payment-button} to the Instructions (if unpaid) setting.

Benefits of the invoicing feature

• Professional record for registrants – Each registration gets a clear, printable invoice with line items, totals, and your branding. Registrants can save or print it for their records or for reimbursement.
• Fewer “where’s my invoice?” questions – You can send the invoice link in every confirmation or receipt email and optionally show a View Invoice button on the event page, so registrants can access it without contacting you.
• Faster payment for unpaid registrations – Unpaid invoices can include a Pay Now button. Registrants who open the invoice from email or the modal can complete payment in one click without hunting for a payment link.
• Consistent branding – Logo and company info appear on every invoice, so your events look professional and on-brand.
• One place for totals and line items – The invoice pulls current registration and payment data, so line items (e.g. ticket types, fees) and amounts are always in sync.
• Secure access – Only people who can manage registrations, the registrant, or someone with the correct email link can view an invoice. No public listing of invoices; each link is tied to one registration and (for email links) a secret key.
• Works from admin and front end – You can open any invoice from the dashboard; registrants can open theirs from email or the event page without logging into WordPress.