Creating Sponsor Invoices

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Due to the COVID-19 pandemic, most WordPress events are online. Please refer to our online events handbook.

For communities where COVID-19 has been more effectively contained or have easy access to COVID-19 vaccination and/or testing, returning to hosting an in-person meetupMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. event is possible, with caution, using the resources provided. If you plan to move forward with an in-person meetup, you must use the provided checklist .

What You’ll Need:

  • Sponsor post set as draft on your WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. site
  • Description of the sponsorship
  • Amount of sponsorship

Draft Sponsor Post Draft Sponsor Post

  1. Go to your WordCamp’s dashboard and find “Sponsors” in the left sidebarSidebar A sidebar in WordPress is referred to a widget-ready area used by WordPress themes to display information that is not a part of the main content. It is not always a vertical column on the side. It can be a horizontal rectangle below or above the content area, footer, header, or any where in the theme., then click “Add New”:
  2. Add the Sponsor’s name (i.e., Company Name) as the Title.
  3. Fill out all the required information in the “Sponsor Info” section.
  4. Save this post as a Draft then continue to add a new sponsor invoice as detailed below. Note that once the sponsor has paid the invoice, you will set this post to Published. 🙂

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Add New Sponsor Invoice Add New Sponsor Invoice

Important! For amounts under $250 USD or equivalent, please create a microsponsor ticket instead, to reduce our administrative burden. Thanks!

  1. Locate the Budget menu on the left side of your WordCamp site, then select Sponsor Invoices.
  2. Click “Add New” button:

  3. Enter the title of your Invoice as [Sponsor Level] Sponsorship
    • Example “Gold Level Sponsorship”
    • (The name of your WordCamp and the sponsor will auto-populate on the invoice.)
  4. Select the name of the sponsor you’re invoicing in the dropdown list labeled “Sponsor”. If you have not yet saved to draft a Sponsor post for this company as detailed above, you can use the “Add New Sponsor” link (next to the drop-down list) before creating the invoice.Sponsor dropdown
  5. Select the name of your WordCamp’s city in the dropdown list labeled “Community”
    Community Dropdown

    • Take care to select the correct location if you share a name with a different city (Manhattan, KS vs Manhattan, NY; Lancaster, PA vs Lancaster, UK; etc).
  6. Enter the description of the Sponsorship level — this will appear on your invoice above the payment instructions.
  7. Select currency that the invoice should be created in.
    Currency Downdown

    • This should be the currency the sponsor will be using to pay the invoice and won’t necessarily be the same as the currency your WordCamp is using. If you aren’t sure, definitely ask!
  8. Enter amount we should invoice to the sponsor.
    Add Currency

    • Just like before, we ask for no thousands separators or currency symbols. See the image above for an example.
  9. Send Invoice
    Send Invoice

    • Make sure everything is correct before you send the invoice for approval. You can also save it as a draft if you are missing information.
    • Once you’ve sent the invoice for approval, it cannot be edited unless it’s marked incomplete.

And in case you’re wondering where all these pieces of information go, we’ve included an Example Sponsor invoice complete with labels. 🙂

Example Sponsor Invoice

Please note the address where checks should be sent has been changed.  Please use the below address if specifying where checks should be sent.

WordPress Community SupportWordPress Community Support WordPress Community Support PBC is a subsidiary of WordPress Foundation. It is created specifically to be the financial and legal support for WordCamps, WordPress Meetup groups, and any additional “official” events organized within the WordPress Community Events program.,PBC

P.O. Box 101768, Pasadena, CA 91189-1768

 

 

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Checking Sponsor Invoice Status Checking Sponsor Invoice Status

Just like with the vendor payment requests, each invoice will have a different status that will help you track its progress. From the Sponsor Invoice page, you’ll be able to see all the invoices together with their individual statuses shown at the end of the invoice title (circled on the image below). You can also see invoices grouped by status using the links at the top (shown in a red box on the image below).

Checking Invoice Status

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