Managing Invoices and Collecting Payments

This is where you look at bidder invoices and payments.

In the left sidebar, under TOOLS, click Invoices & Payouts. You land on Invoices. There is no sidebar item named Post Event Tasks.

The heading is Manage Invoices. The helper text is View bidder invoices and manage payments.

You see a list of all invoices created in that auction.

Status shows Paid or Pending.

If you connected your own Stripe, there is no Payouts tab. You still use Invoices. Click View Invoice. Each invoice lists its transactions.

Do not use the Payouts tab or a Stripe ACH email for invoice work.

Open Invoices

1. Go to your dashboard.
2. Click Manage auction on the auction card. That opens Campaign Hub.
3. In the left sidebar, under TOOLS, click Invoices & Payouts.
4. You land on Invoices.

The page URL may still include /post-event-tasks/invoices.

What you see on Invoices

The heading is Manage Invoices.

The helper text is View bidder invoices and manage payments.

The tabs are Invoices and Payouts. Invoices is selected by default. Invoice management does not require the Payouts tab.

If CharityAuctions collected the money, Payouts is still there. Leave it. This page is invoices.

If you connected your own Stripe, Payouts is not there.

You see a list of all invoices.

The list columns are Bidder, Won Items, Invoice Total, Status, Card on File, Delivery, and Actions.

Status shows Paid or Pending.

On the list you may also see Send reminders (all unpaid), Export All, and Filter.

In Actions, click View Invoice.

Invoice Details

Invoice Details opens.

In the lower right corner you see Send Reminder, Mark as Paid, and Close.

Use Mark as Paid for offline payments such as cash or check. That stops unpaid reminders for that invoice. Do not click it unless you mean to mark the invoice paid.

Use Close to leave Invoice Details and return to the list.

Collecting payments from bidders

Bidders pay from their invoice. You do not collect through Payouts.

If you connected your own Stripe, click View Invoice. Each invoice lists its transactions.

See What Payment Methods Are Supported?.

Reminders and unpaid invoices

On Invoices, the list-level button is Send reminders (all unpaid).

CharityAuctions also sends 3 payment reminders in 3 consecutive days. You do not set that schedule on this page.

For the reminder steps, see How to Resend an Invoice to a Winning Bidder.

Can bidders pay cash?

Yes. Cash is an offline payment method. The bidder pays your organization directly (cash, check, or another offline method you accept). CharityAuctions does not collect that cash for you.

After you receive the money:

1. In the left sidebar, under TOOLS, click Invoices & Payouts.
2. Click View Invoice on that bidder.
3. In the lower right corner of Invoice Details, click Mark as Paid.

Mark the invoice paid so the system does not keep sending unpaid invoice reminders. CharityAuctions also sends 3 payment reminders in 3 consecutive days for unpaid invoices. Mark as Paid stops that for the invoices you mark.

Do not click Mark as Paid unless you mean to mark that invoice paid.

When the organization gets paid

This page is invoices, not payout timing. See When Will I Receive My Auction Funds?.

Need help with invoices? See How to Contact CharityAuctions Support. Email support@charityauctions.com.