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Creating an Invoice

Once CalendarPay is set up, creating an invoice is as simple as tagging an event in Planning Center.

Steps

Section titled “Steps”
  1. Open a calendar event in Planning Center.
  2. Make sure the “Rental Contact Info (MF-XXXX)” resource is attached and the billing questions are filled in:
    • Event / resource fee (USD) — The amount to charge (required).
    • Pricing type — “Per event” for a flat fee, or “Per day” to multiply by the event’s duration.
    • Billing contact email — Where the invoice will be sent (required).
    • Billing contact name — The name on the invoice.
    • Organization / company name — The organization being billed.
    • Invoice due in (days) — Payment deadline (defaults to 30 days if left blank).
  3. Apply the “Send Invoice (MF-XXXX)” tag to the event.

What happens next

Section titled “What happens next”

Within a few minutes (events are checked every 2 minutes):

  1. MinistryFlow detects the tagged event.
  2. The billing answers are read from the resource request.
  3. A contact is created (or matched) in your MinistryFlow account using the billing email.
  4. An invoice is generated with:
    • Your church’s business details (name, address, logo) pulled from your MinistryFlow account settings.
    • One line item with the event name and calculated amount.
    • The due date based on today’s date plus the “due in days” value.
  5. The invoice is emailed to the billing contact.
  6. The Send Invoice tag is removed and replaced with Invoice Sent on the event.

Skipped events

Section titled “Skipped events”

An event will be skipped (no invoice created) if:

  • The fee is missing or zero.
  • The billing contact email is missing or not a valid email address.

If an event is skipped, it will not appear in your CalendarPay logs. Make sure the required fields are filled in before applying the Send Invoice tag.

Invoice details

Section titled “Invoice details”

The invoice includes:

  • Title: “INVOICE”
  • Number prefix: “INV-”
  • Line item: The event name, with a description showing either the flat fee or the per-day calculation (e.g., “$100/day x 3 days”).
  • Business details: Your church’s name, email, phone, address, and logo as configured in your MinistryFlow account.