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Stripe for Sponsorship

Learn how to create, customize, and manage invoices for newsletter sponsorships in Stripe. Includes steps for US tax handling, duplicating invoices, manually reconciling cheque payments, and setting payment terms.

Invoicing

  1. Navigate to the appropriate Stripe account, there is a drop-down menu in the top left-hand corner once you log into Stripe.

  2. In the top menu, click on Payments

  3. In the left-hand menu of the Payments area, click on Invoices

  4. Click Create an Invoice

  5. Choose a Customer from the drop-down menu

    • If publisher is located in the US, deselect Collect Tax Automatically

  6. 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

  7. 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

  8. 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

  9. If the customer has given you a Purchase Order, add the field under Advanced Options

  10. In the footer include the Partnership Clause

  11. Click Review Invoice in the upper left-hand corner

  12. Confirm Invoice

  13. Download a PDF copy of the invoice and send it to Ramona once complete
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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

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

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)

If publisher is located in the US, price should be final (not plus tax)

  • Save

Save

Under Memo add the following information:

  • The name of the publication

The name of the publication

  • Type of sponsorship, i.e. Exclusive Sponsorship Daily News Briefing

Type of sponsorship, i.e. Exclusive Sponsorship Daily News Briefing

  • The full dates of all sponsorships

The full dates of all sponsorships

  • *Payment due upon receipt of invoice

*Payment due upon receipt of invoice

Under Payment, complete the following:

  • The due date should be set for the next day

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”

Click the gear icon beside “Email invoice to customer” and select “Send invoice or link manually”

  • Deselect the ACH Credit Transfer option

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.

  1. In the Payments area, click on Invoices

  2. On the far left-hand side of the invoice you want to duplicate, click the three dots icon

  3. Select Duplicate Invoice

  4. Make the required changes and then Review and Confirm the invoice as per the above instructions

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.
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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.

  1. Navigate to the appropriate Stripe account, there is a drop-down menu in the top left-hand corner

  2. In the top menu, click on Payments

  3. In the left-hand menu of the Payments area, click on Invoices

  4. Click on Outstanding to see all unpaid invoices

  5. Select the invoice that was paid via cheque, this will open the invoice

  6. Click on More in invoice menu, this will open up a drop-down menu

  7. Click Change Invoice Status

  8. Select Paid

  9. 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”

  10. Click Update Status

  11. 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

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.
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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.

  1. Log into Stripe in the top right corner, click on the icon of the person

  2. Select Profile

  3. Scroll down to Email Preferences

  4. Ensure the following are turned on:

    • Successful payments

    • Disputes

    • Payment reviews

    • Invoice mispayments

  5. Scroll down to the bottom and click Save

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

Successful payments

  • Disputes

Disputes

  • Payment reviews

Payment reviews

  • Invoice mispayments

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.