Table of Contents
Overview
How the Stripe Integration Works
Adding Stripe Payment Links to Coursedog Invoices
How Coursedog Events Data Interacts with Stripe Invoices
Using Stripe to Track and Manage Invoices
Related Articles
Overview
Coursedog’s Stripe integration allows users to connect their Coursedog account to a Stripe account in order to edit event prices, share Events data from Coursedog to Stripe, automatically add Stripe invoice links to Coursedog Event Invoice PDFs, and accept payment for events through Stripe.
This article summarizes the expected behavior of the Stripe integration re: Event records, Event invoices, and Event data.
To create a Stripe account and connect it to Coursedog, check out this article.
To configure your Stripe integration within Coursedog, check out this article.
How the Stripe Integration Works
The Stripe integration affects two parts of Events: Event Records and Event Invoice PDFs.
The Stripe integration is a one-way integration. This means that changes made in Coursedog affect Stripe invoices, but changes made in Stripe do not have any impact on Coursedog data.
The “Create Stripe Invoice” checkbox must be checked for any of the following steps to apply.
Coursedog passes the following data to Stripe:
Event Name
Event Price
Coursedog Event Record URL
Event Contact Name
Event Contact Email
Adding Stripe Payment Links to Coursedog Invoices
To add Stripe payment links to Coursedog invoices, the Stripe <> Coursedog integration must first be configured following the steps in the articles linked above in the “Overview”.
Once that integration is configured, you will be able to use the “Invoice Details” field to customize final invoice prices, add a “Payment Instructions” field to invoices, and add a Stripe payment link to invoices.
Check out Editing and Downloading Event Invoices to see how to add Stripe payment links to invoices.
How Coursedog Events Data Interacts with Stripe Invoices
Overview | Order of Operations | Event Records | Event Invoice PDFs
Overview
Assume in the below scenario that the Stripe integration is enabled and that the “Create Stripe Invoice” checkbox is checked.
Order of Operations
Stripe Payment Link Generation
Stripe payment links are only generated after:
An Event is approved and
The user clicks “Download Invoice” and downloads the Coursedog Event Invoice PDF.
Stripe-Generated “Draft” Invoice
Overview | When a Draft Invoice Exists | After an Invoice has been Downloaded
If Additional Event Edits are Made
Overview
When an Event is requested via Coursedog, Stripe generates a “Draft” invoice.
This means that Coursedog is passing event data to Stripe, but an invoice has not been finalized and a Stripe invoice link has not been generated.
A “Draft” invoice will appear in Stripe without a link associated with it.
When a Draft Invoice Exists
Before an event has been approved and while the “Draft” invoice exists, a Coursedog event can be edited, and edits will be passed to Stripe with no change in the Stripe “Draft” invoice behavior.
After an Invoice has been Downloaded
When a user downloads the Coursedog Invoice PDF for an event, the Stripe “Draft” invoice is moved out of “Draft” state.
The invoice is finalized and moved to the “Outstanding” invoices view in Stripe, a Stripe payment link is generated, and that payment link is added to the Coursedog Invoice PDF.
If Additional Event Edits are Made
Any further edits to the event in Coursedog will void the finalized Stripe invoice (first screenshot below).
This is a legal requirement whereby Stripe cannot allow active, payable invoices to be edited and then paid.
Voiding and generating a new invoice helps ensure that the customer is aware of any pricing changes.
A new Stripe invoice for the same event is created in “Draft” state.
As soon as a user saves any edits and downloads the Coursedog Invoice PDF for the event, the new Stripe “Draft” invoice is moved out of “Draft” state. The new invoice is finalized, a new Stripe invoice link is generated, and that new invoice link is added to the Coursedog Invoice PDF.
Any PDFs downloaded previously are not updated.
The newly updated PDF contains the correct invoice link that should be shared with the customer.
The customer will click the link on the Coursedog Event Invoice PDF and use that link to submit payment (second screenshot below).
Event Records
Any edits made to the “Invoice Details” field in an event record will be saved in the event record.
For example, adding an “Invoiced Event Price” or “Payment Instructions” will save that change on the event record.
Event Invoice PDFs
Check out Editing and Downloading Event Invoices to learn more about downloading invoices.
Using Stripe to Track and Manage Invoices
Overview | Transfer Funds from Stripe | Edit and Send Invoices | Customize Your Branding
Customize Invoice Settings
Overview
This integration unlocks a variety of functionality within Stripe, including expanded functionality like reporting and revenue reconciliation.
This section outlines the fundamental Stripe functionality that supports invoice customization, tracking, and management.
Everything in this section is optional except for viewing invoices.
Transfer Funds from Stripe
Step 1: Open Settings, scroll down to “Business settings”, and click “External payout accounts and scheduling”.
Step 2: Customize your payout schedule.
Edit and Send Invoices
Step 1:
Sign into your Stripe account.
This will take you to your Stripe Dashboard.
Step 2:
Open the “Invoices” view by navigating to More > Invoices.
This view allows you to view and manage your invoices. You can also export your invoice data using the “Export” button.
Step 3:
To edit a Draft invoice, open the invoice and click “Edit Draft.”
Any edits made here will not pass data back to Coursedog. Only use this option if you do not intend to generate or use the Coursedog Event Invoice PDF.
Finalized (Open) invoices cannot be edited.
Step 4: Use the “Invoice PDF” button to download a PDF of this edited invoice and send it to the customer.
Customize Your Branding
Overview
Stripe allows users to customize the branding of the pages customers will see when they open payment links.
How to Do It
Step 1: Open Settings
Step 2: Scroll down to “Business settings” and select “Branding.”
Step 3: Use the options to customize payment links, payment pages, and invoice PDFs.
Customize Invoice Settings
Stripe allows users to set up custom payment and invoice settings.
Step 1: Open Settings.
Step 2: Navigate to Billing > Invoice Settings.
Step 3:
Invoice PDFs | Default Memo | Default Payment Terms > Payment Due
Default Payment Terms > Payment Methods > Manage
This view presents a number of different customization options.
Some key options are listed below.
Invoice PDFs
This toggle allows customers to add or not to add a Stripe Invoice PDF to the payment link.
Coursedog’s recommendation is to turn this toggle OFF and to send customers the Couresdog Invoice PDF with the stripe payment link attached.
Adding a secondary invoice PDF to that page might cause confusion for customers.
Default Memo
Add a default memo or any further notes to your payment page.
Default Payment Terms > Payment Due
Customize the number of days before which payment is due.
Default Payment Terms > Payment Methods > Manage
Click “Manage” to begin customizing which payment methods are available to customers.
