Purpose
1. Automate the end-to-end process of collecting payments and issuing invoices for Aikido school events, seminars, and workshops.
2. Ensure payments are securely processed, tracked, and attendees receive timely, accurate invoices without manual intervention.
3. Integrate registration, payment gateways, accounting, and CRM to eliminate data double-entry, reduce errors, and enhance participant experience.
Trigger Conditions
1. New event registration form submitted.
2. Online booking through event management system.
3. Manual addition of participant in the school’s CRM.
4. Payment confirmation webhook received from payment gateway.
5. Scheduled due date for outstanding balances.
Platform Variants
1. Stripe
• Feature/Setting: Payment Intent API; configure webhook for ‘payment_intent.succeeded’.
2. PayPal
• Feature/Setting: REST Invoicing API; enable IPN (Instant Payment Notification) for event payments.
3. Square
• Feature/Setting: Orders API; activate Payments Webhook on payment completion.
4. QuickBooks Online
• Feature/Setting: Create Invoice endpoint; auto-generate invoice upon payment event.
5. Xero
• Feature/Setting: Invoices API; set automation to send new invoice after event checkout.
6. Zoho Books
• Feature/Setting: Invoices module Automation; trigger workflow on payment confirmation.
7. FreshBooks
• Feature/Setting: Invoice Create API; connect to event registrations for batch invoicing.
8. Google Calendar
• Feature/Setting: API event creation; auto-insert paid attendees with invoice link in description.
9. Google Sheets
• Feature/Setting: Update row API; log transaction after invoice generation.
10. Salesforce
• Feature/Setting: Process Builder/Flow; auto-create task and attach invoice after payment record.
11. HubSpot
• Feature/Setting: Workflows; send confirmation email with attached invoice after successful payment property change.
12. Eventbrite
• Feature/Setting: Webhook for order placed; push to accounting API for auto-invoicing.
13. Mailchimp
• Feature/Setting: Transactional Email API; dispatch payment receipt and invoice PDF.
14. DocuSign
• Feature/Setting: API document generation; send signable invoice for custom event packages.
15. Microsoft Outlook
• Feature/Setting: API mail send; auto-email receipt with PDF attachment.
16. Wave
• Feature/Setting: Invoice API; auto-create and mark invoice as paid on payment confirmation.
17. Venmo for Business
• Feature/Setting: Payment API; trigger webhook to send invoice on successful transfer.
18. Braintree
• Feature/Setting: Transaction Webhook; configure to post data to accounting system.
19. Slack
• Feature/Setting: Incoming Webhook API; notify accountant or finance channel on every event payment.
20. Monday.com
• Feature/Setting: Board automations; update payment status and attach invoice file after API notification.
21. Airtable
• Feature/Setting: Automations; attach digital invoice to attendee record after payment completion.
Benefits
1. Reduces administrative hours and manual tasks.
2. Minimizes payment and invoicing errors.
3. Delivers real-time visibility to financial status of events.
4. Enhances participant trust through timely, professional communication.
5. Seamlessly integrates financial, CRM, and communication platforms to scale as the school grows.
Event and Seminar Management