If you’re an event planner operating in the European Union, you’ve probably come across the requirements for e-invoicing. Electronic invoicing is now mandatory for transactions involving public authorities in many EU countries.
For those unfamiliar, European e-invoicing is a project gradually pushing companies to transition all invoicing to the digital realm. This goes beyond just replacing paper invoices with .pdf files. The initiative introduces a government-controlled online portal that stores all e-invoices. The primary goal is to assist EU members in better tax collection, especially regarding VAT, while also reducing human errors and invoicing-related costs for both private and public entities.
Although specific details of the process may differ between countries, the general rule is simple: invoices will be uploaded to a government-designed and operated online portal. They will adhere to a specific format and be accompanied by the certified electronic signature of the issuer. The recipient will access the invoice on the same portal, enhancing transparency, reducing fraud, and accelerating payment speed.
How Will European e-Invoicing Affect Event Planners?
If you operate in a European Union country, sooner or later, you’ll be impacted by the e-invoicing requirement. Initially mandatory for transactions with public administrations, it’s now expanding to cover all B2B transactions. Soon, if you sell event tickets to a company, your invoice will need to go through a digital portal. Dealing with hundreds or thousands of such invoices, the last thing you want is to manually handle this process.
Luckily, we’re here to help you. Oveit is a tool designed not only to fully automate repetitive tasks but also to seamlessly communicate with third-party apps. As you focus on creating memorable events, let our software solutions handle the crucial yet mundane tasks.
Our APIs enable easy integration with your preferred invoicing system, one that aligns with the national e-invoicing platform. Whenever someone places an order, Oveit generates an invoice on your behalf. Moreover, it can transmit that invoice (or batches of invoices) to a third-party solution, simplifying the process of importing them into the government portal.
Changes for Event Planners in Europe
Soon, all event planners throughout Europe will need to adhere to e-invoicing regulations. This new initiative aims to assist authorities in more effectively collecting VAT while reducing the environmental impact and helping companies simplify their invoicing processes.
Shortly, you’ll be required to transition B2B invoices into a government-controlled digital environment. The good news is, you won’t have to handle this manually. Fortunately, available software solutions allow you to automate the entire process effortlessly.
Our goal at Oveit is to provide you with a robust event registration platform that simplifies the work and automates repetitive tasks. And invoicing can be considerably streamlined by automating it.
This article showcases the seamless process designed to keep event organizers focused on the essence of their roles, while our technology adeptly handles the complexities of compliance and invoicing after the eFactura regulations.
The Importance of Automated Invoicing for Event Organizers
For event organizers, automating the invoicing process is crucial for streamlining workflows. When your event participants place thousands of orders, manual invoicing is not an option.
Today, when efficiency and speed are essential for the success of any business, automating the invoicing process becomes crucial. It comes with many benefits, from saving time and reducing human errors to improving cash flow and improving the customer experience. In an environment where time is precious and financial management is vital, using event management solutions with an efficient invoicing automation system becomes an essential step for the growth of your business.
While taking take of the repetitive tasks, Oveit allows you to concentrate on what truly matters; delivering unforgettable experiences to your guests.
Oveit and Smartbill: An Efficient Solution for Event Organizers
Starting this year, eFactura is mandatory in Romania for all business-to-business invoicing. Understanding the significance of this regulation, we have worked to find the best way to automate this new process.
By integrating Oveit with Smartbill, we empower event organizers to enhance operational efficiency while staying in line with the latest legal requirements. This integration enables a seamless transition to the eFactura framework.
Through this integration, all invoices issued by Oveit for sold tickets are sent to a Smartbill account. From there, event organizers can upload them into the new system with a simple click of a button.
This integration provides an easy and quick solution to comply with the new eFactura regulations in Romania. However, different fiscal regulations apply to other regions as well. Although this article focuses on this specific integration, our APIs allow us to adapt to other similar scenarios as well.
Oveit X Smartbill: Step by Step Integration
Once activated, the Smartbill integration will become active in your Dashboard. In the Advanced Setup menu, under Smartbill integration, you will find the required data you need to copy to Oveit.
Smartbill integration available in Oveit Dashboard
Add your email address, token, and CIF from your Smartbill menu (found under Link/API settings in your Smartbill account).
Once you save your settings and the two accounts are interconnected, you need to set up a new invoice series on both platforms. Given that, both systems will use the same invoice series and numbering.
And that’s it! The integration is up and running!
Now, under the Ticket sales invoices menu, you will see the Send to Smartbill button.
Send your ticket invoices to your Smartbill account. Keep all your invoices in one place. Moreover, using the eFactura option provided by Smartbill, upload all business-to-business invoices in the virtual space.
Comply with the new fiscal work frame with just a few clicks of a button. Use your spare time to focus on what makes you unique; the unforgettable experiences you deliver to your community.
Contact us if you want to discuss how to automate the repetitive tasks on your events.
So, you’ve got your event lined up and wondering how to jazz it up? Event registration is ready to go buy you want something extra? Enter Oveit, the tool behind the curtain. You’ve started with event registration and payments but let’s see how you can be using discount vouchers to improve your event reach and marketing. Let’s dive into the fun:
1. Rallying multiple communities
Say goodbye to generic invites! Oveit’s voucher magic lets you personalize vouchers for different communities. You can send them a generic invite or hundreds of personalized discounts. Picture a vibrant mix of attendees, all drawn in by tailored discounts that match their vibe.
2. Group benefits for group sales
Group ticket sales means less effort and better results. Incentivise groups that buy together or teams that want to hang together at your event. Oveit’s user-friendly features turn group purchases into a community affair. Bulk discounts will have them coming in together.
3. VIP Treatment for corporate buyers
Big brands and sponsors love VIP treatment. Oveit’s voucher system lets you roll out the red carpet with exclusive offers—think VIP access and branding opportunities that’ll make them swoon. Combine this with group sales and you can tailor bigger discount vouchers for bigger orders.
4. Affiliates and influencers – Tap into their communities and track sales
With Oveit’s reporting dashboard you can see where your sales are coming from. This way you can partner up with the best influencers and track their performance. It’s a great and easy way to set up your event affiliate partnership program.
But wait, there’s more! We’re just warming up…
5. Roll out the red carpet (aka Free Tickets)
Speakers and special guests deserve the royal treatment, right? Oveit’s complimentary vouchers make them feel like absolute VIPs. It’s like gifting a golden ticket to a world of discounts.
Don’t feel like handing out too many freebies? That’s good too – set up two-for-one options and they can bring in their +1 with the price of just one ticket.
6. Exclusive ticket clubs (invite-only, please!)
Shhh… it’s an invite-only affair! Use Oveit’s magic wand … aham … interface … to create ticket categories for the elite. Personalized vouchers that whisper, “You’re part of an exclusive club.” This way specially designed ticket categories, with extra perks and addons can be easily accessed by those in the know.
7. Price slashing on autopilot (dynamic pricing FTW)
Dynamic pricing, anyone? Let Oveit handle the math—adjust discounts based on the stars’ alignment, or, you know, demand, order size, time, or audience vibe.
8. Game on with voucher gamification
Ready, set, game! Add some fun with gamified vouchers. Challenges, hunts – find clues and earn vouchers! Attendees turn into treasure hunters, all while having a blast. Set this up on your site, together with partners or from one event to another.
9. Personalized upsell
Want more? Upsell like a pro! Combine invite only tickets, addons and event vouchers because Oveit’s got those sweet vouchers for extra experiences or cool merch at the event. It’s a bargain paradise attendees won’t be able to resist.
10. Bring in the event awesomeness!
With Oveit’s magical voucher toolkit, your event transforms into a rollercoaster of excitement. VIPs, exclusive clubs, dynamic pricing disco, games, upsells—this is not just an event; it’s an experience of a lifetime!
Vouchers are more, much more than just discounts!
Oveit’s not just about slashing prices; it’s about painting your event canvas with a rainbow of experiences. Diverse crowds, exclusivity, revenue boosts, and engagement – this is your app to make your events go up into the right! Let’s rewrite the event rulebook, shall we?
Let’s say you want to start event registrations for your virtual or in-person event. You’ve decided to use an awesome event registration software, Oveit . But now the big question – how to start event registration?
First of all, thank you for choosing us. Our focus – making your life as easy as we can. This tutorial helps you start registering visitors right now and by the way – we even provide a free plan. Free registration or paid tickets – you can do it all using our app.
If you need a video tutorial, we made one you can see below. Otherwise – keep on reading this post.
Let’s get started.
A checklist on how to start event registration
The first thing you will see when you start your account with Oveit is a smooth, simple page guiding you to start your event:
Press that button
This part is self-explanatory. Press the “Create event” button and you will have to enter some details about your event. These details can be event name and the date it takes place in. Afterwards you can set up tickets and share the registration link with your potential visitors.
By default, Oveit automatically registers you with the free event registration plan, which allows you to register up to 300 visitors per event, on an unlimited number of events, free of any Oveit charge. If you receive payments, you will be charged a commission by PayPal or Stripe.
Oveit is a powerful tool, with extensive options that allow you to create the perfect event. Let’s have a look at some of the most important ones:
Your dashboard
Once you’ve started your first event you will get access to your Dashboard. Here you will see an aggregate of all your ticket sales and registrations, once they start happening.
Your first event might look like this
If you want to add another event press the “Create event” button or the big + sign.
How to start event registration: Your new event
Now, let’s move on to creating an actual event. You can either click on the button My events and you will be taken to the Event Management chart or you can click on Create an Event button and this will take you to the core part of Oveit.
You’ll see that creating an event is extremely easy. You have 4 main steps and two other ones in case you want to use two additional functions: Registration forms and Badge design (these are more advanced topics on how to start event registration).
The first step is named Event Settings. Here you set up general details on your event, things such as the event’s name, start and end date and where it takes place. By the way – if you host a virtual event – just add “Virtual” or “Online” in the Location/address input.
There’s several other things you can fill in. An example would be “No seating”. This means you will not have a seating map. If you need a seating map just choose “With seating” and find out here how to set up a seating chart.
You will need to add a start and end date for your event. If you’re selling tickets for a venue, such as a theme park that sells tickets all year round, just tick “Perpetual”. This will allow visitors to buy tickets whenever they feel like visiting you.
There’s several other more advanced features, such as registration forms or badges. If you need these, be sure to book a guided tour of these features.
Adding tickets to my event registration
Next steps on how to start event registration guide: tickets.
This is where you set up your types of registrations, free or paid tickets. Oveit allows all sorts of discounts and addons with your ticket but you only need to know one thing. At its basics you will just need to add one ticket, free or paid and click “Save”. This takes you to a list where you can add more tickets by clicking “New ticket”.
Sometimes you may need a more advanced ticketing setup when you start event registration. If so – contact us for a guided tour or more advanced features and benefits.
How to start event registration: checkout preferences
This is where you tweak what happens during the event registration process and/or the payment process.
Three main sections
Let’s check out these options:
The order confirmation email is where you customise the type of follow up email and its subject. This is what your customers receive after they’ve registered for your events.
Some of the content in the email is dynamic, like the order reference and the link where the customers can download their ticket. This is unique for each order. These dynamic tags can be found by pressing the little chevron above the actual email content.
Next up – the order confirmation page:
This is the section your customers see after they’ve finished purchasing your tickets and registering for your events. You can set up a custom message or redirect to a special URL, like a “Thank You” page.
Finally, some advanced options:
Based on your account type this section will have a bit more options but these are great to start with.
Registration forms for your event
No event registration is complete without its registration form. This is where you can ask visitors for details you are interested in collecting for later marketing or statistics purposes.
With Oveit you can set up special fields and get the relevant data from your customer.
How to preview your event registration
The final step in the event registration setup is the Preview and publish section:
This helps you to preview your registration widget prior to publishing it. Press publish and you are ready to go if your event is free.
After you published the event, click on share to share the event link with your guests or copy and paste the event registration widget into your website editor.
If you want to charge a ticket fee, the next step is:
Payment processor integration
If you haven’t done so already, this is where you connect your payment processor. We recommend Stripe or PayPal but depending on your location there are other payment gateways available. By connecting your payment processor you can receive payments instantly. It’s very, very simple:
If you use Stripe: press “Activate Stripe integration”. This takes you to your Stripe account where you can check whether you want to safely accept payments with Oveit.
If you use PayPal: press Activate PayPal integration: In the next step you will add your PayPal email address and name. This helps Oveit to know where to send funds paid by your customers.
All of our transactions are handled by our partners (e.g. PayPal and Stripe). Your money or your customers payment data is never stored with us.
If you haven’t done so already, you will need to fill in your billing information. As you sell directly to your visitors, they will need to know who they’re buying from. Oveit issues invoices for all purchases on your behalf. Here’s what you need to fill in, only once, as you start selling:
If this is a bit too complicated when you start your event, just reach out to us and let’s set up a call where we can guide you through the setup process, step by step. One of our customer success staff will help you get everything set up.
Final step: Copy, paste and embed your event in your website
The last step: start your event registration. All you have to do now is get the event on your website or share the event link with your guests.
Point visitors to your event registration page on Oveit. Click the “Share” link and share the URL with your visitors on social media or your website.
Embed the registration on your website: you will notice that every event sharing modal has two inputs with a short code section in it. One provides a light theme and one a dark theme. Just copy the code you need and paste it on your website. The embed is responsive and works with most website management software so you won’t have any problems putting it on your website in just a couple of seconds.
And that’s it! You managed to start your event registration and start receiving event registrations. Now visitors can register, purchase tickets and attend your in-person or virtual event.
Convenience means having everything in the same app, right? I beg to differ and here’s why, especially when it comes to event management:
Jack of all trades, master of none
An app that tries to be everything to everyone often ends up excelling at nothing. When a platform packs in a lot of features, from event registration to networking to virtual events and beyond, the depth and expertise in each tool decreases drastically. It’s like a Swiss Army knife with too many options – it might do the job, but it won’t do it well. Actually, when it comes to technology, the complexity is exponentially higher. The chances you will get it right on any given task are much smaller.
Maintaining a lot of features within an all-in-one platform takes a lot of effort. From understanding customer problems to designing, implementing and maintaining the solution – this is hard. You might not know this but the cost of upkeep and development is passed onto you, the end user. What’s even worse is it often results in compromised quality across the board. Developers’ focus becomes divided among numerous features, frameworks, legacy code. This draws attention from building strong, core, easy to use solutions.
Imagine investing in an event management app that promises everything from virtual events to networking capabilities to ticketing and registration. And it has a CRM. And provides hotel bookings. And they will surely come to your office riding a pink unicorn.
Sounds cool, right? Well – just think of the complexity of social networking. The 7th largest global company, a company worth more than $800 billion does just that (Yeah, that would be Meta). Think about this when the next platform says it does “networking too”. Specialized networking apps, such as Brella and Grip, focus solely on building connections, and they are great at that.
Integrate specialized tools – it’s a lot simpler now
If you choose to integrate specialized tools it will empower your experience to improve exponentially. This way you can curate the perfect suite of solution. Imagine the Avengers, but for event planning.
Instead of being tied to the limitations of an all-in-one platform, organizers can handpick tools that work great in their area.
These specialized tools can integrate into a streamlined system. This way you can use their individual strengths without compromising functionality or user experience.
Innovation comes from focus and specialization
Specialized tools are agile in adapting to evolving industry trends. They pave the way for innovation by focusing and honing in on specific problems. Unlike all-in-one platforms, which struggle to keep pace with rapid changes across multiple features, specialized tools can embrace new technologies fast. This helps your event stay at the forefront of innovation and deliver better experience.
Specialized tools for events just fit better
Think of specialized event tools like a perfectly tailored outfit—they fit just right! These tools, whether handling event registrations, payments, or access, are like having the perfect tool for each job. They make things run smoother than a greased-up slide. By being laser-focused on their specific tasks, they ensure everyone has an easier and more enjoyable time.
They’re like serving up a gourmet meal instead of a confusing buffet.
Flexibility – like yoga for events:
Specialized event tools are the yoga masters of event management – super flexible! As your event grows or changes, these tools bend and twist to fit your needs.
While the allure of all-in-one platforms may be tempting, we are committed to building specialized tools that excel in their functions. We understand that event registration, streamlined payments, and seamless integration are vital for our part in the experience economy (that’s fancy talk for “your event”).
Our approach is simple and we think it’s powerful: we specialize, we streamline, and we connect.
Our goal is to build the perfect event registration processes and make it intuitive, flexible, secure, and efficient. Our payment solutions are designed to streamline transactions and make the attendee experience seamless and hassle-free. Additionally, our robust API empowers you to connect with other tools. This way you can create your tailored ecosystem that fits your unique event needs.
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