Invoicing
Navigate to the appropriate Stripe account, there is a drop-down menu in the top left-hand corner once you log into Stripe.
In the top menu, click on Payments
In the left-hand menu of the Payments area, click on Invoices
Click Create an Invoice
Choose a Customer from the drop-down menu
If publisher is located in the US, deselect Collect Tax Automatically
Choose an Item from the drop-down menu, typically Newsletter Sponsorship
Newsletter Sponsorship has 5 different pricing options, select the correct one
If publisher is located in the US, price should be final (not plus tax)
Save
Under Memo add the following information:
The name of the publication
Type of sponsorship, i.e. Exclusive Sponsorship Daily News Briefing
The full dates of all sponsorships
*Payment due upon receipt of invoice
Under Payment, complete the following:
The due date should be set for the next day
Click the gear icon beside “Email invoice to customer” and select “Send invoice or link manually”
Deselect the ACH Credit Transfer option
If the customer has given you a Purchase Order, add the field under Advanced Options
In the footer include the Partnership Clause
Click Review Invoice in the upper left-hand corner
Confirm Invoice
Download a PDF copy of the invoice and send it to Ramona once complete
Repeating Invoices
If you are invoicing the same amount for several months in a row, you can duplicate the past invoice.
In the Payments area, click on Invoices
On the far left-hand side of the invoice you want to duplicate, click the three dots icon
Select Duplicate Invoice
Make the required changes and then Review and Confirm the invoice as per the above instructions
NOTE: Invoices cannot be edited once they have been confirmed. Stripe will automatically save a draft that you can go back and edit if you’re still waiting on details.
Partnership Clause
[PUBLISHER NAME] retains editorial control of our content in all circumstances. Support from partners should not be interpreted as endorsement of or influence over our stories.
Payment Terms
When an ad is booked, an invoice should be created the next day. Make the payment due within 7 to 14 days and encourage. The goal is to encourage pre-payment as much as possible so that advertisers/sponsors are less likely to pull out at the last minute.
Payments Made Outside Strip (Cheque)
What an outstanding invoice is paid by cheque, we have to manually reconcile Stripe.
When a publisher receives a cheque from a sponsor, they will notify Indiegraf via their Slack. Once you receive notification, you will log into Stripe.
Navigate to the appropriate Stripe account, there is a drop-down menu in the top left-hand corner
In the top menu, click on Payments
In the left-hand menu of the Payments area, click on Invoices
Click on Outstanding to see all unpaid invoices
Select the invoice that was paid via cheque, this will open the invoice
Click on More in invoice menu, this will open up a drop-down menu
Click Change Invoice Status
Select Paid
Add an Internal Note explaining how the payment was made, how Indiegraf was notified, and add a date, i.e., Palm Springs Post received payment via cheque on May 19, 2022 and notified Indiegraf through Slack”
Click Update Status
In Slack, go to the #client-[CLIENT NAME] channel and make a post notifying everyone that payment by cheque was received and Stripe was manually reconciled
NOTE: There is an option to send a receipt, but we are not currently doing this.
Payments Made Within Stripe (Credit Card)
When a payment is received via credit card, Stripe does not need to be manually reconciled. You will not receive email notifications that a payment was made unless you go into your settings and adjust them.
Log into Stripe in the top right corner, click on the icon of the person
Select Profile
Scroll down to Email Preferences
Ensure the following are turned on:
Successful payments
Disputes
Payment reviews
Invoice mispayments
Scroll down to the bottom and click Save
NOTE: You will have to change the email preferences for each Stripe account you have access to.