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How to Design Invoices for Your Auction

TL;DR

You can design invoices in your event settings by adding your logo, adjusting layout options, customizing messages, and previewing changes before sending them to buyers.

Author: Tom Kelly 2 min reads

Why Designing Invoices Matters

A clear, branded invoice gives bidders a professional experience and helps reduce payment questions. Well-designed invoices:

  • Reinforce your organization’s identity
  • Provide a clear payment summary
  • Improve donor trust and follow-through
  • Help your team stay organized post-event

Step 1: Log In to Your Dashboard

  1. Log in to your auction dashboard.
  2. Select the event where you want to design invoices.
  3. Go to Event Settings or Invoice Settings.

Step 2: Add Your Organization’s Branding

  • Upload your logo to display at the top of each invoice.
  • Add your organization name, address, and contact info.
  • Choose colors and fonts (if your plan allows customization).

Pro Tip: Keep your design clean and simple—focus on readability.

Step 3: Customize Header and Footer Text

  • Add a custom header message (e.g., “Thank you for supporting our fundraiser!”).
  • Include footer notes such as:
    • Tax-deductible language
    • Donation acknowledgment
    • Payment instructions or disclaimers
  • You can also include contact info for invoice questions.

Step 4: Choose Layout and Display Options

Depending on your platform settings, you can:

  • Show or hide line items and tax amounts
  • Include item images (optional)
  • Display bid increments, quantities, or FMV
  • Add or remove shipping details if not applicable

Preview after each adjustment to see how the invoice will appear to bidders.

Step 5: Add Payment Instructions

  • Include details for how bidders can pay (credit card, check, cash, etc.).
  • If using online payments, include a payment link.
  • If accepting offline payments, include mailing or drop-off instructions.

Step 6: Preview the Invoice

  • Click Preview Invoice to see what the recipient will receive.
  • Check layout, branding, and messaging on desktop and mobile.
  • Make final edits to improve readability.

Step 7: Save and Apply Changes

  • Click Save once your invoice design looks correct.
  • Your new design will be applied to all future generated or emailed invoices.

Pro Tips for Better Invoice Design

  • Keep your logo high-resolution but small in file size for fast loading.
  • Avoid long blocks of text—use short, clear messages.
  • Add a donation message or “thank you” note to increase goodwill.
  • Test the invoice by sending it to yourself before sending to bidders.

Frequently Asked Questions

Can I add my logo to invoices?

Yes. You can upload your organization’s logo in the invoice settings. It will appear at the top of every invoice.

Can I include a thank-you message or tax note?

Yes. Use the header and footer sections to include messages, disclaimers, or donor acknowledgments.

Can I hide certain details like bid increments or tax?

Yes. You can customize your invoice layout to show or hide specific fields like increments, FMV, or taxes.

Will my changes apply to all invoices?

Yes. Once saved, the new invoice design applies to all generated and emailed invoices for that event.

Can I include item images on invoices?

Yes. You can enable item images in the layout settings if you want them displayed on the invoice.

Can I send myself a test invoice?

Yes. Use the Preview or Test Send option to review your invoice before sending it to real buyers.

Can I change invoice design after my auction starts?

Yes. You can update your invoice settings at any time. New invoices will reflect the latest design changes.

Can invoices include tax-deductible information?

Yes. You can add a tax statement or donation acknowledgment in the footer of your invoice template.

Can I include a payment link in the invoice?

Yes. You can include a payment link or instructions so bidders can pay directly from their invoice.

Are invoice designs event-specific?

Yes. Invoice design settings apply to each event individually, giving you full control over branding per auction.

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Tom Kelly

Tom Kelly

Tom Kelly, TEDx speaker and CEO of CharityAuctions.com, helps nonprofits raise millions through auctions and AI. He hosts The Million Dollar Nonprofit podcast and inspires leaders to live their legacy, not just leave it.

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