Generate and Send a Bill (Treasurer)

The LNLDB allows you to easily create an invoice for an event based on the event information in our database and automatically generates an email to send to the client for gathering their Workday worktag details.

Generate an Invoice

You can generate an invoice or quote for an event at any time on the event detail page. Select the Billing tab, then under Bills click the blue Download Invoice or Download Quote button.

Billing a Client

Caution

Permission Required: Bill event

In order to create or update bills for an event, you must have been assigned a role that gives you permission to do so. If you do not see the Create Bill button, your current role(s) may not grant you adequate permission.

Create and Send a Bill

Note

The event must have already been reviewed before it can be billed. If the event status is Awaiting Review, please contact the officer responsible for reviewing the event before continuing.

  1. Click Create Bill on the event page. This button will only appear once the event has been reviewed.
  2. Enter the date billed and the total amount due. These fields will be pre-filled with the current date and the total amount from the Price Breakdown in the billing tab. Be sure to double check these values and update them if necessary.
  3. Next you will have the option to generate and send an email to the client to request their Workday worktag. If you do not wish to send an email at this time, click Save and Return. Otherwise click Save and Make Email.
  4. If you chose to send the email, the next page will automatically generate an email for you and give you the opportunity to edit the message and subject line. The User Recipients field allows you to define specific users to send the email to, while the Client Recipients field lists any applicable exec board email aliases. Once you’re satisfied with the setup, click Send Email. The bill will be added to the email automatically as an attachment.

Updating a Bill

To update the details of a bill, click the Update button next to the bill you wish to edit. Update the date billed and/or the amount then hit Save Changes. Clicking Reset Form will reset the Date billed and Amount fields.

Mark a Bill as Paid

There are a few different ways to mark a bill as paid. One of the easiest methods is to update the bill from the event detail page. Under the Billing tab, locate the bill then click the Mark Paid button. This button will also appear in a few additional places throughout the LNLDB, such as on the All Events page (Events > All Events).

Last Modified: May 3, 2021