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Create a sale, quote or invoice from the back office
Create a sale, quote or invoice from the back office

This article outlines how to process a sale, quote or invoice for your customers directly from the Smeetz back-office.

Updated over 3 weeks ago

1. Internal sales from the back-office

The Create a Sale page allows you to make reservations via the Smeetz back-office.

In that section, you are able to:

  1. Create an order, suited mostly for your regular attendees.

    1. If a customer calls wanting to purchase a ticket but cannot or prefers not to book online, you can process the reservation directly from your Smeetz app.

    2. You can make sales via payment methods not available online or allow customers to pay the remaining balance at the door.

  2. Create a quote or a direct invoice suited for your business customers.

    1. For example if you have a school visit and need to first send a quote, which becomes an invoice once approved by the school.

Create a sale VS the Point of sale

  1. The Create a sale flow from the back-office is designed to make reservations, edit bookings and manage large groups.

  2. The Point of sale flow is designed to sell at-the-door to walk-in customers.

2. How to create an order in the back-office

Click on Create > Create a sale > Order.

2.1. Attendee section

  • You can add personal information for every attendee, but this is optional

  • You can either select an existing customer or add data to create new ones

2.2 Order details section

  1. On the top right hand corner, click on add ticket to select a product and tickets or add item to select retail products.

  2. For products:

    1. Select the product that you wish to book.

    2. Select the ticket with the correct date and time.

    3. If you have a ticket with seating plan you choose a seat.

    4. Then, select the quantity of each tickets category.

  3. Below each attendee will be the custom fields you have preselected for each ticket holder, more information on custom fields about on this article.

    1. Add-ons, under choose your options, can be chosen for each attendee if they have been created and associated with the ticket (how to create add-ons).

  4. For retail products

    1. Just select the quantity

    2. Once the quantity of each item is selected, you may change the price if you wish > click on update.

You also have the possibility to create a sale that groups together several products/activities at the same time. To add a ticket, simply click on add ticket/item.

2.3 Booking information section

If you have set up custom fields at the booking level (e.g. name, phone number, address) you will then enter those details (if you do not have custom fields already set up and would like to capture additional customer data, please follow the steps here: Set up custom fields).

You can search for a customer to fill out those data faster.

2.4 Discounts and gift cards section

You can add a promo code or a gift card/voucher, if the customer has one to redeem.

  1. Select Add discount or reduction code

    1. A discount can be implemented with a flat amount or with a pourcentage

    2. A reduction code gives you the possibility to apply a promo code or to redeem a gift card code

    3. If the code is valid, the discount will automatically be applied, read these articles if you want more information on promo codes and gift cards.

  2. Click on apply before moving on to the next section.

  3. You can apply additional discounts by selecting again Add discount.

2.5 Payments section

  1. First choose a payment type from, base on the organisation

    1. Card external (POS): When transactions are recorded, but payment made through an external provider.

    2. Card (POS): When payments are processed through Smeetz and Adyen. Select the payment terminal.

    3. Cash: Cash transactions are recorded.

    4. TWINT (POS): TWINT transactions are recorded

    5. Invoice (POS): Invoice transactions are recorded. You will need to reconciliate payments with your bank

    6. Bank transfer (POS): Bank transfer transactions are recorded. You will need to reconciliate payments with your bank

    7. Invitation (POS)

    8. To be invoiced: a bank transfer is pending to settle the order.

    9. Payment link: generate a link that user can pay with, more information on this article.

A customer can use more than one payment method for one order (e.g. 50% by card and 50% in cash). To do so, you just need to "Add" a payment and ensure the amounts are correct.

You have to click on apply to validate each payment. It will then display as a green box.

2.6 Overview section

You will see here the summary of the order.

2.7 Complete the order

Once everything has been filled out, click on Complete the order, on the bottom right hand corner.

If you have not selected the full amount under the payment section and wish to complete the order with a balance, this pop-up will appear. Confirm, and the customer will be able to pay the order later on.

A pop-up window will be displayed after the sale is completed, giving you the option to:

  • Print the tickets

  • Download the tickets/receipt

  • Send the tickets/receipt by email

  • Edit the current order

  • Start a new sale from scratch or with the current data

  • Automatise your invoice payment process using this payment link (only if a payment link was selected).

Go to Orders > Completed orders or Pending orders to find the orders you have created. If you need more information about how to manage orders you can read this article.

Additionally, you can find more information about the how to cancel and refund and order and how balances work in this article.

3. How to create a quote/invoice in the back-office

Most of the process is the same as detailed above in create an order.

Here are the key differences:

  1. Under booking information

    1. Add the document reference: This reference will end up on the Quote and invoice page but also on the document directly to find it easily

    2. Add a document expiry date

  2. If you apply a payment method, you will only be able to create an invoice. To create a quote leave this section empty.

  3. For invoices you have a new payment option

    1. Payment link: automate the payment process by sending payment links that update live once the payment has been processed. Both the payment status and invoice status will be updated.

      1. Select the payment date, apply the payment and a payment link will be created.

      2. You can directly send this payment link to the customer who will fill out the credit card information. More information in this article.

  4. Once everything has been filled out, click on create quote or create invoice.

  5. After each creation, you will end up on the following pop-ups giving you the possibility to

    1. Edit the current order

    2. Download the document created

    3. Send the document

    4. Send with payment link (if you chose that payment method)

This is how your document looks like:

This is how your email looks like:

Go to Orders > Quotes and Invoices to find the documents you have created.
More information on how to manage your quotes and invoices in this article.

Related Articles
Manage your team's access roles
The Smeetz back-office overview
Manage quotes and invoices
Edit an order on the back-office
How to send a payment link
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