Converia Manual
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  • 🚧Under Construction
  • Converia at a glance
  • Glossary
  • General
    • A new event in Converia
      • Create a new conference
      • Central settings and individualization
        • Conference name, location and date
        • Header, logo and visibility
        • Contact information
          • General contact
          • Registration contact
          • Contact person for submission and review of papers
        • Central form settings for entering personal data
        • Mandatory information (General terms and conditions, Imprint, Privacy policy)
          • Add and link terms and conditions (GTC)
          • Add and link a privacy policy
          • Add and link imprint
    • Your own Converia website
      • Article
        • Add and edit article categories
        • Add and edit articles
          • Types of articles
            • Create articles with Rich Text Editor (RTE)
          • Article languages
      • Page structure
        • Create and edit folders
        • Create and edit pages
          • Page templates
          • Action names
          • Page content and modules
            • Restrict the visibility of page content
          • Page link
      • Structured data
      • Media
      • Link the organizer's external website
    • Email communication from Converia
      • Create and send emails
        • Send vouchers by email
        • Send link for password reset
        • Send link to participation confirmation
        • Send account information for (imported) persons
      • Send emails from the booking list
    • Archiving conference data after an event
  • Attendees
    • Setting up the registration
      • Checklist: Have you considered everything before starting the registration?
      • Activation of the registration
      • Inquiry of interest before the start of registration: Pre-registration
      • Basic setup of the registration
        • Request of attendee-data in the registration process
          • Standard form fields
          • Custom fields for all persons
          • Custom fields for certain groups of persons
        • C3 - The login area for attendees
        • Methods of payment
          • Simple customization of existing payment methods
          • Creating new payment methods
          • Special case: Free participation as a payment method
          • Enable and restrict payment methods for persons and countries
          • QR-Invoice
        • Free events without invoices
        • Providing the booking confirmation before or after receipt of payment
          • Providing the booking confirmation: Only for paid invoices
          • Providing the booking confirmation: Never
          • Providing the booking confirmation: Upon confirmation
        • Individual information texts and additional information in the registration process
          • Customized content on the final page
      • Create the offer overview
        • Tips for working in the offer wizard
        • Create offers and their structure in the offer wizard
          • Extended configuration options for categories
          • Extended configuration options for offers
            • Additional mail attachments and mail texts for certain offers
          • Define dependencies between offers
        • Price groups (types of participation)
        • Extended configuration of price groups
          • Mail attachments for certain price groups
        • Define registration periods
        • Questions and answers
          • Overview of answer links
          • Hide/deactivate offers automatically
          • Additional queries within offers
          • Editing questions, answers and links
          • Clean up answers
        • Set contingents
          • Set contingents for offers
          • Set contingents for booking options (answers) within offers
          • Display utilization of contingent offers in the frontend
          • Deposit total contingents across all offers
          • Deposit contingent for early bird discounts
          • Set up waiting list for fully booked offers
        • Restrict the visibility of offers
        • Map offers for accompanying persons
        • Hotel bookings for attendees
        • Mapping tax rates
          • Create new tax rates
          • Mapping different tax rates within one offer
        • Reverse charge in the booking process
          • Reverse charge setup
          • Reverse charge procedure in the front end
          • Reverse charge procedure in the backend
      • Create templates for invoice, booking, participation and payment confirmation
        • Set up invoice document
        • Set up booking confirmation
        • Set up confirmation of participation
        • Update attendance confirmation
        • Set up payment confirmation
      • Cancellation terms
      • Vouchers
        • Configure types of vouchers
        • Create and manage vouchers
      • Lists of participants for organization and information
      • Create surveys for participants
    • Manage persons and attendees
      • Language of a person
      • Find and synchronize duplicate personal entries (duplicate synchronization)
      • Persons in papers – author addresses vs. main address
      • Import people into Converia
        • Reviewer Import
        • Members
          • Configure matching criteria for member lists
      • Optimal overview of the registration status: customize the dashboard display
      • Managing bookings and invoices
        • Create new bookings
        • Create new invoice
        • Update invoices
        • Cancellation at a glance
          • Cancel an invoice
          • Cancel a booking
          • Editing or canceling booking options
            • Edit an offer
            • Charge a handling fee and show it on the invoice
        • Change invoice recipient or billing address
        • Insert additional information on individual invoices
        • Complete incomplete booking in the backend
        • Add to or edit booked offers
          • Adjust price group retroactively
          • Adjust payment method retroactively
          • Add a voucher retroactively
        • Exchange participants in a booking
        • Export invoices
        • Extended statistics
      • Managing payments in Converia
        • Send payment reminders (dunning letters)
        • Change payment method of participants
        • Make backdated payments
        • Make a credit card payment in the backend
        • Enter payment or credit memo for an invoice
        • Payment exports
        • Accounting interface
      • Import bookings into Converia
        • Create predefined shopping cart
        • The booking assistant
    • 👨‍💻Speaker Mangement
    • 👨‍💻Check-In on site
      • Payments on site for ticketing customers
      • Set up self-service
      • Configuring the scanner for on-site use
  • Papers
    • Configuration of paper submission
      • Configuration of abstract submission
      • Custom frontend submission text
      • Paper topics
      • Forms of presentation
    • Configuration of reviewing process
      • Activation, phases and deadlines
      • Define review criteria
      • Revision of the paper by the submitter
      • Test of the review in the frontend
      • Create reviewers and assign topics
      • Assign papers to reviewers for review
  • Tips for reviewers: How to review many papers faster
  • Ticketing-Processing with Converia
    • General information
      • Distribution of attendees' funds
      • Who is responsible for cancelations or rebookings?
      • Cancellation or rebooking costs
      • Test bookings
      • Send payment information for (subsequent) payment
      • Contact details
  • ADMINISTRATION
    • Rights management for Backendusers
    • Data cleansing in Converia
    • Create subsequent subportal (language)
    • Adding Custom Fields
    • Adding new Payment processors
    • Converia APIs
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On this page
  • 1. Create a new invoice
  • 2. Add bookings to the invoice
  • 3. Editing the original invoice
  • Scenario A: The old invoice contains several postings, at least one of which remains
  • Scenario B: The old invoice only contained the booking that was transferred to the new invoice
  • 4. Finalize processing and inform people

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  1. Attendees
  2. Manage persons and attendees
  3. Managing bookings and invoices

Create new invoice

Management -> Attendee Registration -> Invoices

PreviousCreate new bookingsNextUpdate invoices

Last updated 6 months ago

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It is usually only very rarely necessary to create a new invoice in the backend. If an attendee needs a booking in or a group booking is to be made, the process should be initiated via .

One of the few use cases where it is necessary to first create a new, empty invoice is when splitting group bookings. The procedure is described in this chapter.

1. Create a new invoice

  • Click on Add new invoice in the invoice overview.

  • Select a contact person.

Is the person you are looking for not displayed, but you are sure that they already exist in the system? Please check the search settings. A filter may still be active, which you can reset with Reset search.

  • Set the payment method. Affects the invoice text.

This article explains how the invoice recipient can make the payment independently in the frontend: Payment in the frontend.

  • The Separate invoice address checkbox can be used to enter an invoice address that differs from the previously defined personal data.

In this step, the invoice is still incomplete. The invoice is only created and an invoice number assigned when you click on the Create invoice button.

2. Add bookings to the invoice

The newly created invoice is still “empty” at this point, as it contains no booking and therefore no invoice items.

In the Attendee (0) tab (Fig. 2), the invoice is supplemented with a booking via Add attendee. The button takes you to the booking overview. The desired booking can be posted to the new invoice here (Fig. 3).

If further bookings are to be added to this invoice, the process (add attendee) can be repeated (group booking).

3. Editing the original invoice

The invoices from which the postings are transferred to the new invoice automatically switch to processing status.

To call up the old invoice, the invoice overview can be searched for old invoices using the Invoice document is up to date: No.

Scenario A: The old invoice contains several postings, at least one of which remains

  • Check whether there was a payment for the booking that was transferred to the new invoice.

  • If no payment has yet been made, the invoice only needs to be updated.

Scenario B: The old invoice only contained the booking that was transferred to the new invoice

  • If there was only one booking on the original invoice, this is now “empty” and can be canceled.

  • Check whether there was a payment for the booking that was transferred to the new invoice.

  • If no payment has been made, the original invoice can be canceled.

4. Finalize processing and inform people

The invoice preview can be used to check the details on the invoice document before the invoice is finally updated:

  • Is the payment method correct?

  • Are the booking options, prices, price group & tax details correct?

  • Are the personal details and billing address correct?

  • If everything is correct, then update the invoice document (Fig. 4).

Attendees are not automatically informed by email when new bookings and invoices are created or changed in the backend.

In the Invoice info mail tab, you can trigger an invoice info mail (contains links to the booking confirmation and invoice documents) for the participants or an booking info mail (contains a link to the booking confirmation) for the invoice recipients in the invoice details. The persons receiving the invoice info mail and booking info mail do not have to be identical!

Additional information

If no existing booking is to be transferred to the new invoice, but a new booking is to be created first, it is advisable to proceed from here as described in the chapter in order to make the work processes clearer.

If this is the case, the old invoice is now overpaid and the .

If this is the case, the old invoice is now overpaid and the .

Creating new booking
payment must be transferred to the new invoice
payment must be transferred to the new invoice
Update invoices
Change payment method
Change invoice address
Display additional information on the invoice
Add payments
Change attendee/booking of an invoice
Create new booking
Fig. 1: Create new invoice
Fig. 2: Add attendees to the new invoice
Fig. 3: Transfer existing booking to the new invoice
Fig. 4: Filter invoices by status
Fig. 5: Sending the invoice info mail
Fig. 1: Create new invoice
Fig. 2: Add attendees to the new invoice
Fig. 3: Transfer existing booking to the new invoice
Fig. 5: Sending the invoice info mail