Effectively managing the financial side of exhibitor engagement — from charges and payments to sponsorships and invoicing — is crucial to the success of any event. With the financial tools in Launchpad, you can view payment summaries, apply discounts and promo codes, assign sponsorship items, and send or print invoices—all from the exhibitor profile. This ensures accurate bookkeeping, transparent exhibitor relationships and streamlined administration.
View and manage exhibitor financials
Access and use the Financials tab for full payment and charge control
The Financials tab in the exhibitor profile provides a complete financial summary of an exhibitor’s activities: payments, refunds, discounts, promo codes, VAT and more.
To access it:
Go to Exhibitor module > Reports menu > All Exhibitors Report > Exhibitor’s profile > Financials tab
The Exhibitor Financial Summary page will appear.
From here you can:
View payment details in an exhibitor profile
Reconcile a payment
Add a charge
Add a discount
Assign or remove a promo code
Add cash/check/credit card/PO/wire payment
Refund a payment
View payment details
Click the Edit icon next to the payment type
Payment details display on the right navigation section
Reconcile a payment
Click the Reconciled checkbox
Click Save
Add a charge
From the Add Transaction dropdown select Add Charge
Populate:
Account (if multiple financial accounts)
Price
Description
Click Add
The new charge appears in the summary
Add a discount
From the Operations dropdown select Add Discount
Populate:
Account (if multiple)
Amount (to subtract)
Description
Click Add
Discount appears in the summary
Assign a promo code
From Add Transaction select Add Promo Code
Choose the Promo Code from the dropdown
Click Save
The promo code appears in the summary
Remove a promo code
In the exhibitor profile, open Financials tab
Locate the promo code line
Click the Delete icon
In the confirmation dialog click OK
(Optional) Assign a new promo code using the “Assign a promo code” steps above
Add cash payment
From Add Transaction select Add Cash Payment
Populate:
Account (if multiple)
Amount
Notes
Click Add
Cash payment appears in payments section
Add check payment
From Add Transaction select Add Check Payment
Populate:
Account (if multiple)
Status (Open or Confirmed)
Amount
Notes
Click Save
Payment appears in summary
Add credit card payment
From Add Transaction select Add Credit Card Payment
Populate many fields including:
Account
Type (Sale, Credit, Void)
Amount, Card Type, Card Number
Expiration Month, Year, Name on Card
Billing Address (Street, City, State, Postal Code, Country)
Notes
Click Save
Credit card payment appears in payments section
Add purchase order payment
From Add Transaction select Add PO Payment
Populate:
Status (Open or Confirmed)
Amount, PO Number
Billing address, contact name, phone, email
Notes
Click Save
PO payment appears in payments section
Add wire payment
From Add Transaction select Add Wire Payment
Populate:
Date
Amount
Reference Number
Contact info and Notes
Click Save
Wire payment appears in payments section
Refund a credit‑card payment
In the Financial Summary click the Edit icon next to the credit‑card payment
Click the Transaction ID link
Ensure Type = Credit
Enter Amount to refund
Click Add
Refund appears as a line item in the summary
Refund a cash, check, wire, or PO payment
In Financials select Add Transaction for the correct payment type
Populate:
Date
Amount (include negative sign)
Check number (for check)
PO number, Reference number etc
Notes
Click Add
Refund appears in summary
Delete a non‑card payment
If a cash, check, wire or PO payment was added in error:
Click the Delete icon next to that payment
If the payment was processed, issue a refund instead
Note: Credit‑card payments cannot be deleted. If incorrectly processed, handle via Void in the add credit‑card payment step.
Manage exhibitor sponsorships
To manage sponsorships:
Perform a Quick or Advanced Exhibitor search
Click the Edit icon next to the exhibitor
Click the Sponsorships tab
The Exhibitor Sponsorships page appears
Select a sponsorship package
In Selected Packages dropdown choose the appropriate package
In Sponsored Sessions section, select sessions from the dropdown
In Ancillary Sponsorship section:
Click the Add icon
In the Ancillary Sponsorship dialog, expand and select the desired item
In Status choose: Selected or Confirmed
In Quantity enter number allowed
Repeat as needed
Click Save
Send or print invoice for an exhibitor
Distribute invoices via email or direct print from the admin portal
Perform a Quick or Advanced Exhibitor search
From the Actions dropdown select Send Invoice or Print Invoice
If Send Invoice was chosen:
Invoice is emailed to the exhibitor’s primary contact (email listed in profile)
If Print Invoice was chosen:
A new browser window/tab opens with the invoice
Use browser Print function to print
Precise financial, sponsorship and invoicing management is foundational to running a successful event. By using Launchpad’s comprehensive tools, you gain visibility into exhibitor financials, enforce sponsorship commitments, and deliver clear, professional invoicing—all while maintaining accuracy and control. This empowers your team to focus less on manual reconciliation and more on strategic event growth and exhibitor satisfaction.