When a participant purchases a ticket on PassPass, you, the organizer, are the legal seller. PassPass acts as a technical intermediary and facilitates the transaction, but the sale is concluded between you and your participant. Invoices must therefore be issued in your name, not in the name of PassPass.
To simplify this step, PassPass provides an invoice generation module. This tool allows you to create, number, and send PDF invoices to your participants, directly from orders exported from your PassPass dashboard.
Access the invoicing module → invoice.passpass.be
The invoicing module is a separate tool from your regular dashboard. Your PassPass account (dashboard.passpass.be) does not work on this module → you need to create a new account on invoice.passpass.be.
Create your account
Go to invoice.passpass.be and create a new account. This account is independent from your PassPass account → even if you use the same email address, it is a separate account with its own password.
Once registered, you will arrive at your invoicing dashboard.
Configure your settings
Before generating your first invoice, configure your billing information in Settings :
Company number → your VAT or company number
Legal name → the official name of your organization
Billing address → the address that will appear on your invoices
Product description → the label that appears on the invoice line (for example "Workshop access"). You can include the tag {event_name} to automatically insert the event name
Document language → choose the language in which invoices will be generated (French, Dutch or English)
Create an event
From your dashboard, click Create an invoice then select New event. Give it a name (for example, the name of your PassPass event) and set the applicable VAT rate.
If you have already created an event and want to add new participants, simply select the existing event instead of creating a new one.
Import your participants
You have two options to add participants :
Manual entry → enter the information one by one
Import via Excel file (recommended) → directly import the file exported from your PassPass dashboard
To export the file from PassPass :
Go to the Orders section of your PassPass dashboard
Click Export to download the Excel file
In the invoicing module, click Import and select this file
The module tells you how many rows are valid → this number corresponds to paid orders (free orders do not generate an invoice).
Importing in multiple batches
You don't need to wait until all orders are in to start invoicing. For example, one week after your event, export your orders from PassPass and import them to send a first batch of invoices. The following week, simply re-export all orders for the event from your PassPass dashboard, then re-import this file into the same event on invoice.passpass.be → the module automatically excludes orders for which an invoice has already been issued. No need to sort or adjust your import file, the module handles it.
Preview your invoices
Before validating, you can preview each invoice by clicking the preview icon. Each invoice displays :
Issuer → your billing details (based on your settings)
Recipient → the information of the person who placed the order
Amount excl. VAT and VAT → PassPass tickets are sold VAT included, the invoice details the breakdown
Balance due → 0 € since the invoice is issued after purchase (the participant has already paid)
Number and validate
Assign an invoice number by configuring your numbering sequence :
Prefix → for example "INV2026" or any other format matching your accounting
Starting number → adjust it to follow the sequence already started in your accounting journal
Number of digits → adjust the number of digits after the prefix
A preview at the bottom left shows the result in real time (for example INV2026-121, INV2026-122, etc.).
Once satisfied, click Validate invoices to generate them.
Make sure to follow your numbering sequence to avoid inconsistencies in your accounting. PassPass is not responsible for managing your numbering sequence.
Send invoices
Once the invoices are validated, you can send them by email directly from the module. You can adjust the language of the sending email.
Your participants will receive an email inviting them to download their invoice. By clicking the link, they access a page where they can download the PDF for their accounting.
Track and export
From your dashboard, you can track the status of each invoice using the status indicators → invoice sent, downloaded, etc.
For your own accounting, select your invoices and export them :
PDF export → for archiving or manual sending
UBL export → structured format compatible with accounting software (Horus, Falco, Accountable, etc.) enabling automatic import and sending via the Peppol network
Some accounting software can also automatically generate a Peppol invoice from a PDF. Check the features of your software.
Go to invoice.passpass.be. The module is accessible to all PassPass organizers. You need to create a new account → your PassPass account (pro.passpass.be) does not work on this module.
Yes, you can create as many events as needed in the module. Each event has its own participant list and its own invoices.
The module automatically detects duplicates → already generated invoices will not be recreated. You can therefore re-import your orders at any time.
No, only orders with an amount greater than 0 € generate an invoice.
Once validated, an invoice can no longer be modified. Make sure to check your settings and preview before validating.