CalendarPay Setup

When you enable CalendarPay, MinistryFlow creates several resources in your Planning Center account to support the invoicing workflow.

What gets created

Tag group and tags

A tag group called “Event invoicing (MF-XXXX)” is created with three tags:

Tag	Purpose
Send Invoice (MF-XXXX)	Apply this tag to a calendar event to trigger invoice creation.
Invoice Sent (MF-XXXX)	Applied automatically after the invoice is emailed. The “Send Invoice” tag is removed at this point.
Paid (MF-XXXX)	Applied when payment is confirmed.

The tag lifecycle for an event is: Send Invoice → Invoice Sent → Paid.

Calendar resource

A calendar resource called “Rental Contact Info (MF-XXXX)” is created with six questions that capture billing information:

Question	Type	Description
Event / resource fee (USD)	Text	The dollar amount to invoice
Pricing type	Dropdown	”Per event” (flat fee) or “Per day” (multiplied by event duration)
Organization / company name	Text	The name that appears on the invoice
Billing contact name	Text	The person responsible for payment
Billing contact email	Text	Where the invoice is sent
Invoice due in (days)	Text	Number of days until payment is due (defaults to 30)

How to use the resource

When creating or editing a calendar event in Planning Center:

1. Add the “Rental Contact Info (MF-XXXX)” resource to the event.
2. Fill in the billing questions (fee, pricing type, contact info).
3. When you are ready to send the invoice, apply the “Send Invoice (MF-XXXX)” tag to the event.

MinistryFlow will pick up the tagged event, read the answers, and generate the invoice automatically.

Per-day pricing

If you select “Per day” as the pricing type, MinistryFlow calculates the total by multiplying the fee by the number of days the event spans. For example, a 3-day event with a $100/day fee produces a $300 invoice.

The day count is inclusive — an event from March 1 to March 3 counts as 3 days.