Managing Invoices

Confychair generates invoices for paid conference registrations and paper submissions. This guide covers how to create, send, track, and manage invoices from the organizer dashboard.

Payment Settings

Before sending invoices, configure your payment setup at Manage → Settings → Payment.

Key settings:

Setting	Description
Bank accounts	Add bank accounts for manual transfer. One per currency
Default fee bearer	Who pays the platform fee — Recipient (added to their total) or Organizer (deducted from your payout)
Default send mode	Online Payment, Bank Transfer, or Flexible (let the recipient choose)

Platform fees by plan:

Plan	Platform Fee
Free	3%
Trial / Pro	2%
Enterprise	1%

Fees are snapshotted at invoice creation — changing your plan later does not affect existing invoices.

Invoice Statuses

Status	Meaning
Draft	Created but not sent — only you can see it
Sent	Delivered to the recipient — awaiting payment
Paid	Payment confirmed (gateway webhook or manual mark)
Cancelled	Cancelled by organizer — no payment required
Refunded	Manual refund processed

The Invoice List

Go to Manage → Invoices to see all invoices for your conference.

The top of the page shows a stats summary per currency: total outstanding amount, total paid, and counts for each status.

The table shows: invoice reference, recipient name and email, status, total, due date, and created date. Use the search bar to find invoices by recipient name, email, or reference number.

Invoice management list with stats summary

Creating an Invoice

Automatically (from a registration)

When you approve a member with a paid package, Confychair creates and sends an invoice automatically. You can also generate one manually from the member detail sheet:

Open Manage → Members
Click the member's name to open their detail sheet
Go to the Invoice tab
Click Generate Invoice — this creates and sends the invoice immediately

Automatically (from a submission)

For paper submission fees, open the submission detail and use the Generate Invoice button. You can create a draft first or send immediately.

Manually

To create a custom invoice:

Go to Manage → Invoices → New Invoice
Select the recipient (from registered members)
Add line items — choose a type for each:
- Attendee Registration — links to a conference member
- Presenter Registration — links to a submission
- Add-on — for extras (proceedings, workshops, etc.)
- Custom — free-form description and amount
Set a due date and optional notes
Save as Draft or send immediately

Sending an Invoice

Drafts can be sent at any time. From the invoice list or detail page, click Send. A dialog asks you to choose the payment mode:

Mode	What the recipient sees
Online Payment	Proceeds directly to payment method selection — no bank transfer option
Bank Transfer	Shows your bank account details — no gateway option
Flexible	Recipient chooses between online payment or bank transfer

Minimum for online payment: IDR 20,000 / USD 1.50. Below this amount, only bank transfer is available and online payment is disabled automatically.

Once sent, the invoice status changes to Sent and the recipient receives an email with a link to their invoice.

Tracking Payment

Online payments (gateway)

When a recipient pays via Xendit, Flip, or PayPal, the payment provider sends a webhook to Confychair. The invoice status updates to Paid automatically — no action needed from you.

Manual bank transfers

When a recipient uploads their payment proof, you'll see a notification and the invoice detail shows the uploaded file. Review the proof and click Mark as Paid to confirm. This is only available for invoices in Sent status with Bank Transfer or Flexible mode.

Other Invoice Actions

From the invoice list actions menu:

Action	When available
Edit	Draft only — change line items, due date, notes
Duplicate	Any status — creates a new Draft copy
Cancel	Draft or Sent — cancels the invoice (does not affect member status)
Mark as Paid	Sent + bank transfer mode only
Refund	Paid + manual payment only — gateway refunds must be processed through the payment provider dashboard

Gateway refunds — Confychair does not process gateway refunds directly. For online payments, issue the refund from your Xendit/Flip/PayPal dashboard and then manually update the member's status if needed.

Exporting Invoices

Click Export above the invoice table to download a CSV file. If rows are selected, only those are exported; otherwise all invoices are exported.

Columns: Reference, Recipient, Email, Status, Total, Currency, Due Date, Created Date.

The file uses UTF-8 encoding and opens correctly in Excel.