Use the Invoices tab in the auction Virtual Terminal to confirm which buyers or guests have paid and which ones still owe their payments, and to collect payment on outstanding invoices. Sponsors, table buyers, and other guests can register, donate, or complete a recurring payment by invoice. When a guest pays by invoice, Bloomerang Fundraising holds their seats and sends their tickets, but the transaction stays unpaid until the invoice is paid. The Invoices tab keeps all of an auction's invoices in one place, so you can track them and take payment when the guest is ready to pay by card, bank account, cash, or check.
To understand how invoice registration works, read Auction Registration Invoices.
Note: Invoices in the auction Virtual Terminal are not yet available on Bloomerang Fundraising mobile app. This article explains how invoices function in the web version of auction Virtual Terminal.
Requirements
To use the Invoices tab:
Your organization must have the invoice permission. Organizations with the Auction Package get this permission automatically. If your organization doesn't have the Auction Package, contact Bloomerang Fundraising Support at [email protected].
Invoicing must be enabled for the auction. To learn how to enable invoices in auction settings, read Activate Invoice as a Payment Method.
Important: If you disable invoicing for the auction, the Invoices tab no longer appears, and guests can't choose to pay by invoice. Guests who already have an invoice can still pay it through the link they received in their invoice email.
View Invoices
The Invoices tab lists each invoice for the auction in its own row. Voided invoices don't appear.
To view an auction's invoices:
In the control panel, click Terminal.
From the Select a Form, Auction, or Peer-to-Peer Campaign list, select your auction.
Click Invoices.
The table includes these columns:
Name: The person who bought the registration or donation. If they entered a company name, the company name appears instead.
Transaction ID: The ID of the transaction. Click the ID to view the full transaction details.
Amount: The invoice amount. After you pay an invoice, the original invoice amount remains in this column.
Date: The date and time of the transaction, including the auction’s time zone.
Status: Fulfilled if the invoice is paid, or Unfulfilled if it's still owed.
Actions: Click Pay Invoice to fulfill an invoice. You can select this button only on unfulfilled invoices.
The table footer shows how many invoices match your current filter and search, for example, Total ( 6 invoices ). The total counts both fulfilled and unfulfilled invoices, so it stays the same after you collect a payment.
If the auction doesn't have any invoices yet, a message appears stating No invoices have been issued for this auction yet.
Find Invoices
The invoices table shows 25 invoices per page by default and is sorted by name.
To find an invoice, do any of the following:
Filter by status: From the status drop-down list, select All, Fulfilled, or Unfulfilled. All is selected by default.
Search: In the Search by Name or Transaction ID box, enter the registrant's or donor’s name, or the transaction ID. If nothing matches, the message No invoices match your search appears.
Sort: Click the Name, Amount, or Date column heading. To reverse the order, click the heading again. You can't sort by Transaction ID or Status.
Change the number of rows per page: From the Display drop-down list, select how many invoices to show. The options include 10, 25 (the default selection), 50, 100, and All.
Tip: To see only the invoices you still need to collect, filter by Unfulfilled.
Pay Invoices in the Auction Virtual Terminal
When a guest is ready to pay, collect the payment from the Invoices tab. The tab works with every payment processor, including Bloomerang Payments, and you can take payment by credit card, bank account, cash, or check. Bloomerang Fundraising applies the payment to the buyer’s existing invoice. It doesn't create a new registration or donation.
Note: Cash and Check appear only if the auction accepts offline payments.
To collect an invoice payment:
In the control panel, click Terminal.
From the Select a Form, Auction, or Peer-to-Peer Campaign list, select your auction.
Click Invoices.
Find the invoice you want to collect. For ways to find it, read the previous section.
In that invoice's row, click Pay Invoice. A dialog box opens. Total Cost shows the amount due on the invoice.
Select to pay by credit card, bank account, cash, or check.
Complete the required fields for the payment method you selected.
Click Pay Invoice.
The dialog box closes and a message confirms the payment (for example, Invoice for Jordan Lee fulfilled). The invoice's status changes to Fulfilled, and Pay Invoice is no longer available for that invoice.
![Confirmation message reading Invoice for [Name] fulfilled, next to an invoice row with a Fulfilled status.](https://downloads.intercomcdn.com/i/o/bkj6k0nb/2706104711/2decc0c0c2d409569a81eac49bcf/image.png?expires=1791007200&signature=688239e8e7b1ec53528c9b5ea07614bd8989ad5052786d717320c9ccac567e1f&req=dicnEMh%2BmYZeWPMW3nq%2BgTkTDjOBaMtAddChcc9SdCNnD9NAN0wbdbeqDtG8%0AgTN347oDwMfsvA%2B0L41zQtQ1TbA%3D%0A)
Note: GiftAssist isn't offered when you collect an invoice payment, and you can't save the payment method for later use.
Resolve Payment Issues
If a payment doesn't go through, an error message appears and the invoice stays Unfulfilled:
The card is declined or a required detail is missing: The dialog box stays open. Correct the payment details, and then click Pay Invoice again.
The invoice was already paid: The registrant might have paid through their invoice email, or another staff member might have collected the payment. The registrant isn't charged a second time. To see the invoice's current status, refresh the page.