Bulk close of balances
Before you start
Bulk close of balances is currently in beta. It is available to all customers, but some functionality may change.
Please fill out this form to provide feedback or request improvements to this feature.
Bulk close of balances lets admins and attendees complete multiple pending transactions at once. Admins can collect balances from multiple transactions (Max 100 transactions at a time) or select specific ones to collect.
Also, attendees can visit their cart to pay for all their pending transactions in bulk.
Collect balances
When you collect attendee balances, you can collect balances in bulk or just the open balance for a specific attendee.
Collect balances in bulk
To collect, first select balances in bulk:
- In your Live Events left-side menu, select Auction
- Select the Transactions tab
- Select the Checkbox next to the transactions
- Select the Checkbox at the top of the column to select all transactions in view
- Select Collect Balances and confirm
If you have more than 100 unpaid transactions, select the Unpaid filter and update the table to show 100 items. This way, collected balances will be removed from your view, and the next set of transactions will be available to collect.
This will take you to a bulk invoice for the selected transaction. Select Pay to begin processing the transactions.
As payments are successful, it will show as Paid and list the Transaction ID.
Collect an attendee’s balance
To close an attendee’s cart and collect their balance:
- In your Live Events left-side menu, select Attendees
- Search for and locate the attendee
- Select the Lightening bolt icon
- Select View Cart
- Under the Unpaid tab, select Pay Balance and confirm
This will take you to a bulk invoice for the attendee’s transactions. Select Pay to begin processing the transactions.
As payments are successful, it will show as Paid and list the Transaction ID.
Processing transactions
Transactions are processed one by one, meaning the attendee will have separate charges for each item in their cart.
Also, when you process transactions via the invoice, you can view whether transactions have been processed successfully or failed.
If a transaction fails, a reason for the decline will appear, and you can choose to retry all failed transactions. To retry just one failed transaction, return to the Transactions tab.
Send bulk invoices to attendees
You can send attendees a bulk invoice, including all their transactions. This will help attendees keep track of their receipts after the event and may help to encourage them to close any open balances.
To send a bulk invoice:
- In the Live Events left-side menu, select Alerts
- Select Send and Send Call to Action
- Customize your message content
- Select the Action dropdown and select Link to Invoice
Then, you can send this alert to all attendees or just attendees with unpaid or fully paid balances. Finally, you can send the alert or plan to send it automatically later.
Once you are ready, select Save and Preview and Send.
This alert includes a link to their invoice where they can view their paid and unpaid transactions. If the attendee has any unpaid transactions, they can complete payment via their invoice.
Attendee experience
Attendees can also pay for multiple items in their cart at once. For an attendee to complete payment:
- Go to the Live event
- In the header, select Cart
- Select Pay All
This will take the attendee to their invoice, where they can complete payment.
Event tips
We recommend:
- Adding attendee's cards on file during check-in
- Sending a CTA link to Invoice via Alerts to all attendees at the end of the event
This will help to ensure attendees can quickly complete payment on their own and will have a record of their transactions after the event.
Have feedback?
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Frequently asked questions
How are attendees charged?
When processing transactions, we will charge the attendee's card on file. If an attendee has more than one card on file, the most recently added card will be charged.
How many receipts will a bidder receive?
Bidders will receive a single email and rolled-up receipt invoice when more than one transaction is paid in a checkout order.
Will a bidder's financial institution flag charges if there are many items during bulk checkout?
GoFundMe Pro has not seen an issue with banks or financial institutions flagging multiple charges to a bidder's card when bulk checkout was used. But, it could occur as each individual's bank and credit card security can be unique.
If a card is declined, the system will produce an error and the user should receive a notification alert to confirm the transaction. Then, the failed transaction can be retried at any time.
What if I have issues with closing multiple transactions?
If you run into unexpected issues with bulk closing balances during your event, we suggest you check out individual attendees.