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Opened 5 months ago

Last modified 3 weeks ago

#2992 assigned enhancement

Self-serve ticket invoices for WordCamp Attendees

Reported by: andreamiddleton Owned by:
Milestone: Priority: high
Component: WordCamp Site & Plugins Keywords: needs-patch
Cc:

Description

In the European Union especially, people who buy WordCamp tickets through their company or as a professional activity need a particular kind of invoice for the registration payment for tax reasons. Currently, the workflow is for organizers to manually edit a text document for each ticket purchaser, and send the invoices out by email. This can be the entire job for 1-2 volunteers, depending on the size of the event. Yuck!

Here's a suggestion for how we could make ticket invoices self-serve for attendees.

Add the following questions to the default/suggested questions on a new CampTix ticket:

Will you need an invoice for this purchase for tax purposes? (Y/N)*
If yes, please enter your company details below:

*It's ideal to have two questions here, I think, because then organizers can email everyone who checked "Yes" with a reminder email that includes their access token.

After the ticket is purchased, the default confirmation email to the attendee will have the additional text:

"To download a copy of your invoice for this ticket, click here: ACCESS_TOKEN_LINK"

And then on the Access Token page (where attendees can also request a refund), there will be a button or link that says "Download an invoice" or similar, and a ticket invoice showing the purchase info, including the company information provided by the purchaser, will be downloaded by the attendee.

Here's an example of a ticket invoice template: https://docs.google.com/document/d/1eguq0pnKvZVNDq4vfRiwPcbW45ESs6xANN75vY8smjk/edit

We do have a PDF generator plugin on WordCamp.org called "WordCamp Docs" if that's relevant or helpful.

Change History (12)

#1 @coreymckrill
5 months ago

  • Keywords needs-patch added
  • Owner set to coreymckrill
  • Status changed from new to accepted

There's a related issue on GitHub: https://github.com/Automattic/camptix/issues/103

Leaving this open so it's discoverable in Trac as well.

#2 @Kau-Boy
5 months ago

I'd like to help put with this one, as a lead organizer and a German one in particular, I know all too well, how complicated a correct invoice can be and how many work it is to create them manually. I asked this before, but is there any progress so far in solving it? If not, I'll start from scratch :)

#3 @coreymckrill
5 months ago

@Kau-Boy as far as I know there isn't a partial patch anywhere. I would recommend submitting your work as a pull request on the GitHub repo.

This ticket was mentioned in Slack in #community-events by andreamiddleton. View the logs.


4 months ago

This ticket was mentioned in Slack in #meta by casiepa. View the logs.


4 months ago

This ticket was mentioned in Slack in #meta-wordcamp by andreamiddleton. View the logs.


4 months ago

#7 @FolioVision
3 months ago

Hi Andrea and Corey,

As we're based in Slovakia, we do these Euro-invoices with and without VAT depending on company status for our FV Player Pro already (including gathering the tax rates for the different countries). Our sales process is WordPress based so porting it over to WordCamp WordPress websites wouldn't be too tough. We'd be happy to add the European VAT code to an existing purchase process.

It's a basic question but could you point me to exactly where the ticket sales code is which needs to be updated?

It seems to me that the invoicing should not be really separate from the purchase process. We're familiar with the rules for product sales for a business. If there are special rules for WordCamp (non-profit or something) which means that there's no VAT on private ticket purchases it would be important to know ahead of time.

Thanks, Alec

PS. Heard about the issue from the WP Tavern podcast with Jeff Chandler and Andrea.

#8 @coreymckrill
3 months ago

@FolioVision

could you point me to exactly where the ticket sales code is which needs to be updated?

It's all in the CampTix plugin. Most of the code is in the monolithic camptix.php file. Code design-wise, it might be best to treat this as an addon. You can see examples in the addons subdirectory.

It seems to me that the invoicing should not be really separate from the purchase process. We're familiar with the rules for product sales for a business. If there are special rules for WordCamp (non-profit or something) which means that there's no VAT on private ticket purchases it would be important to know ahead of time.

There's no VAT on ticket sales in countries like USA and Canada. That's why the suggested flow is to have the invoice be an optional download after the ticket sale is final.

#9 @coreymckrill
2 months ago

  • Owner coreymckrill deleted
  • Status changed from accepted to assigned

This ticket was mentioned in Slack in #meta-wordcamp by coreymckrill. View the logs.


2 months ago

#11 @iandunn
7 weeks ago

  • Priority changed from normal to high

This ticket was mentioned in Slack in #meta-wordcamp by coreymckrill. View the logs.


3 weeks ago

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