As an event organizer, you are the legal seller of the tickets. Therefore, it is your responsibility to issue invoices when your buyers request one. Creating each invoice manually, tracking numbering, sending PDFs, exporting for accounting: it quickly becomes tedious, especially as volumes increase.
PassPass offers a billing tool that takes care of this for you. Orders are automatically retrieved, invoice drafts are prepared, and you only need to validate and send them. Everything can even be fully automated.
The journey of an invoice
The participant buys a ticket and provides their billing information (company, VAT number, address) during registration
A draft is automatically created in PassPass Invoicing with your issuer data and the buyer's data
You validate the invoice following your numbering sequence (or automatically if configuration is enabled)
The PDF invoice is sent by email to the buyer with a download link (can be automated)
You export the invoices in PDF or UBL (Peppol-compatible XML format) to import them into your accounting tool, account for them, and send them on the Peppol network if necessary
Prerequisites
For the tool to prepare invoices, you must first enable the collection of billing data on your event. From your PassPass dashboard, go to your event → Purchase Path → Order Form and activate the collection of billing data. This allows your buyers to provide their company, VAT number, and address during registration. Without this, no invoice draft will be created.
Access the billing tool → invoice.passpass.be
Log in
Log in with your PassPass account, no need to create a separate account.
Go to invoice.passpass.be
Click Log in with PassPass
Identify yourself on the PassPass screen and authorize access to the organization
On the first visit, a short 3-step introduction explains the operation
Change organization : at the top of the sidebar, click on the organization name → Change organization. Each organization has its own settings, series, and invoices.
Billing settings
Sidebar → Settings. Left column: settings. Right column: a live-updating invoice preview.
As long as the identity is incomplete (company name, address, contact email), a banner is displayed throughout the application and no invoice can be issued.
Company information
Logo (optional): JPG, PNG, WebP, or SVG, max 2 MB. Appears on all invoices and in the email
VAT number (optional): by entering it, the company name and address are automatically filled via the business register
Company name (mandatory): the name printed on your invoices
Contact email (mandatory): printed on invoices and used as the reply address for emails sent to buyers
Billing address (mandatory): street, postal code, city, country
Invoice content
Description template : the text of the invoice line. Default "Participation in the event {event_name}". Available variables: {event_name} (event name) and {order_id} (PassPass order number). A calculated example is displayed below the field.
Invoice language : French, Dutch, or English. Applies to titles, dates, amounts, email, and download page. Changing the language updates existing drafts. An already issued invoice retains its language.
Peppol mention (switch): adds in the email and on the download page that an electronic invoice will follow via Peppol.
Lines without VAT (0%) : the legal mention printed when a line is at 0%. Choices: Not declared, Exemption, Small business exemption, Reverse charge, Other (free text). To be validated by your accountant.
Numbering and series
A draft has no number. It receives one upon validation, in order, without gaps or reuse.
Settings → Invoice numbering → click on the next number of the Main series to configure the format:
Number start : free prefix (e.g., FA2026-)
Next number : can only increase
Number length : number of digits, padded with zeros (e.g., 4 → 0042)
Number end : optional suffix (e.g., -BE)
Result: FA2026-0042-BE.
One series per event
To distinguish events in accounting, enable Assign a series per event in the Numbering block. Choose the event and set its format (the prefix must be different from other series).
Shortcut: from the Events list, menu ⋯ of the line → Numbering.
If invoices for the event already have a number from the main series, they keep it. Only subsequent ones follow the new series.
Manage your invoices
The Events page (home)
The list of your events, synchronized from PassPass. Columns: Name, Date, Revenue, To process (pending drafts), Validated, Sent.
Filter Show : To invoice (default), All events, Archived. Click on a line to see its invoices.
Refresh events : forces an immediate synchronization.
The Overview (all invoices)
Sidebar → Overview. All your invoices, all events combined. Filters: free search, by event, by status, by download.
Refresh orders : forces an immediate report.
Statuses
Draft : prepared from the order, modifiable, not yet an invoice. No number
Validated : issued, numbered, language and VAT regime fixed
Sealed : validated and locked (by default after sending or downloading)
Ignored : set aside. Neither validated nor sent. Reversible (becomes draft again)
Actions on an invoice
Via the menu ⋯ of the line:
Preview : all invoices
Validate : draft only. The number is assigned and the VAT rate can be corrected before validation
Ignore : draft only. For test orders, duplicates, or invoices already made elsewhere
Restore : ignored only (becomes draft again)
Download PDF / Download UBL (Peppol) : validated and sealed
Copy link : download link for the buyer
Send by email (or Resend): validated and sealed
Delete : validated and sealed (warning: accounting implications)
A draft cannot be deleted: it is ignored.
Bulk actions
Check multiple invoices to display a bar at the bottom of the screen: Validate, Email, PDF, UBL (ZIP), Ignore, Restore, Delete.
Automate invoicing
By default, everything waits for your validation. Automation validates and numbers each new draft in less than ten minutes and can send it immediately by email.
Settings → Automation
Enable Automatic invoice generation
Optional: enable Automatic email sending
What is sent automatically: only orders paid after activation, with an amount greater than 0, and for which the buyer has provided company name and complete address. Drafts already pending are not included: validate them manually or in bulk.
If automation is active, it is recommended to dedicate a sales journal to these invoices in your accounting to avoid duplicates with other billing.
The list Latest runs shows what each run did (number of invoices issued, sent, or the reason for a blockage).
What the buyer receives
The buyer does not need to install anything or create an account.
1. Request an invoice : in the order form, at the time of payment, the buyer checks the invoice request and fills in the company, VAT number, and address.
2. The email : sent in the language of the invoice, in the name of the organizer, with their logo. Contains a download button and the link in plain text.
3. The download page : the invoice is displayed on the screen with a button to download the PDF. The link is personal. You can see in your list if the invoice has been downloaded and when.
On the invoice : logo, issuer, client, invoice and payment date, line(s) according to the description template, order number, VAT by rate, total including VAT, "Paid" mention.
UBL and Peppol export
Any validated invoice can be exported in UBL, the European electronic invoice format (EN 16931 standard, Peppol BIS 3 profile). PassPass provides the file. Sending on the Peppol network is your responsibility.
Overview → menu ⋯ of an invoice → Download UBL (Peppol), or multiple checked invoices → UBL (ZIP file).
Direct import into accounting software (Winbooks, Exact, Odoo, Yuki...) without re-entry.
White label
White label sends invoice emails under your name and domain, without mentioning PassPass. It is activated by PassPass on request, event by event.
Settings → White label : one line per activated event, with the sender and reply address.
Send a test : receive exactly the email your buyers will receive, with a demonstration invoice. Limit of 10 tests per hour.
Synchronization runs every 5 minutes. Click Refresh orders. Also check that the buyer has requested an invoice: without billing data, no draft.
Yes. On the first login, the entire history is retrieved, and each order with an invoice request becomes a draft.
Not yet managed in the tool: the invoice is done outside.
A numbered invoice cannot be modified. The credit note does not yet exist in the tool: to be done in your accounting. As long as it is a draft, the VAT rate can be corrected upon validation, or you can ignore it.
The one configured on your tickets in PassPass, automatically retrieved. The choice of rate and regime is up to the organizer and their accountant. The tool provides the settings, it decides nothing.
Settings → Invoice language. Drafts follow the change. Already issued invoices retain their language.
Yes, via Change organization at the top of the sidebar. Each organization has its own settings, series, and invoices.