Invoicing event sponsors through Raiser's Edge

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Sunshine Reinken Watson
Sunshine Reinken Watson Community All-Star
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in Blackbaud Raiser's Edge NXT®: General Discussion
We are transitioning to a new staff member for Events management, and our directors are asking if the events person should take on invoicing event sponsors. Right now our CFO sends out all invoices, and Raiser's Edge is only used to track prospects and actual money that has come in. We do not add sponsorships as pledges, and I have not found an effective way of tracking sponsor invoices through Raiser's Edge. Do you invoice through Raiser's Edge for Event Sponsorships? What does that process look like for you?


Thanks!
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  • Cathleen Mai
    Cathleen Mai
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    Does your organization have the Event Module?

  • Sunshine Reinken Watson
    Sunshine Reinken Watson Community All-Star
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    Cathleen Mai:

    Does your organization have the Event Module?

     

    Yes we do.

  • Cathleen Mai
    Cathleen Mai
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    Ok, great. I would register them as Sponsors, use the Registration Fees due report under Event Management Reports to run a list of the outstanding payments, use the create a query

    option to get a list for the Invoice mailing from the report. Use mail or Export to send the Invoices. Then record as a completed action. 

     
  • Sunshine Reinken Watson
    Sunshine Reinken Watson Community All-Star
    Ancient Membership 1,000 Likes 500 Comments Photogenic

    Cathleen Mai:

    Ok, great. I would register them as Sponsors, use the Registration Fees due report under Event Management Reports to run a list of the outstanding payments, use the create a query

    option to get a list for the Invoice mailing from the report. Use mail or Export to send the Invoices. Then record as a completed action. 

     

    Great work around, thanks!

  • Rebecca Timberlake 2
    Rebecca Timberlake 2
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    Our events team is responsible for sending out their invoices.  We have a similar process to the one Cathleen mentioned.  In addition, I have set up a letter in actions that can be used for "one-off" invoices that need to be sent.  We added attributes for the sponsorship level, amount due, etc which are all filled in using default sets which I created (the fewer options people have to worry about the better!) that are then merged into the invoice.  The upside to this method for us is that the letter is then saved on the action for easy reference in the future since we tend to customize everything just a bit.


    Hope that helps! 

    Rebecca
  • Catherine Hegarty
    Catherine Hegarty
    Ninth Anniversary First Comment Facilitator Level 1 Penpal Level 1

    Rebecca Timberlake:

    Our events team is responsible for sending out their invoices.  We have a similar process to the one Cathleen mentioned.  In addition, I have set up a letter in actions that can be used for "one-off" invoices that need to be sent.  We added attributes for the sponsorship level, amount due, etc which are all filled in using default sets which I created (the fewer options people have to worry about the better!) that are then merged into the invoice.  The upside to this method for us is that the letter is then saved on the action for easy reference in the future since we tend to customize everything just a bit.


    Hope that helps! 

    Rebecca


    Can this process be used if the organization does not have the events module?  If so, how would that work? 

     

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