Accurate financial tracking is critical when managing exhibitors. With Launchpad’s exhibitor financials interface, you get a centralized view of each exhibitor’s balance, payments, and billing history. Whether you need to apply a late fee, issue a refund, or adjust charges manually, the Financials tab provides the tools to manage exhibitor accounts comprehensively and transparently.
How to access the exhibitor financial summary
Go to the Exhibitor module.
Under Reports, open All Exhibitors Report.
Select an exhibitor and go to their profile.
Click the Financials tab.
You’ll see the Exhibitor Financial Summary page, where you can manage all financial actions for that exhibitor.
What you can do on the financial summary page
From this page you can:
View payment details
Mark payments as reconciled
Add charges or discounts
Assign or remove a promo code
Add various payment types (cash, check, credit card, PO, wire)
Refund payments (credit card, cash, check, PO, wire)
Delete payment entries (only for some payment types)
To view a payment or transaction details, just click on the payment or the transaction, the details will appear in a panel on the right side of the summary
Adding a charge
From the Add Transaction dropdown menu, select Add Charge.
Account : select the financial account (if multiple are configured)
Price: amount to charge (numeric)
Description: reason for the charge
The new charge appears in the financial summary and increases the exhibitor’s balance due.
Adding a discount
From the dropdown menu, choose Add Discount.
Fill in:
Account (if applicable)
Amount: numeric value to subtract (no currency symbol)
Description: label for the discount
Click Add.
This reduces the exhibitor’s balance by the discount amount.
Managing Exhibitors promo codes
Assigning a promo code to an exhibitor
From Add Transaction, select Add Promo Code.
In the right panel, choose a promo code from the dropdown list.
Click Save.
The promo code is applied to the exhibitor’s record.
Removing a promo code
In the financial summary, locate the promo code entry.
Click the Delete icon next to it.
Confirm removal in the dialog box.
If needed, you can then add a different promo code.
Adding payments
Cash payments
Choose Add Cash Payment from the Add Transaction dropdown.
Fill in: Account (if applicable), amount, and notes.
Click Add.
Check payments
Choose Add Check Payment.
Fill in: Account, status (Open or Confirmed), amount, and notes.
Click Save.
Credit card payments
Choose Add Credit Card Payment.
Complete credit card details: transaction type (Sale, Credit, Void), amount, card info (type, number, expiration), billing address, and notes.
Click Save.
Purchase order (PO) payments
Select Add PO Payment.
Fill in required fields: status (Open or Confirmed), amount, PO number, contact name, billing address, phone/fax/email, and notes.
Click Save.
Wire payments
Choose Add Wire Payment from dropdown.
Enter date, amount, reference number, billing address, contact information, and notes.
Click Save.
Payments appear in the summary once saved, updating balance and payment history.
Processing refunds
Credit card refund
Find the original credit‑card payment.
Click the underlined transaction ID.
Change Type to “Credit” (refund), enter the refund amount.
Click Add.
The refund will show under transactions as a negative or refund entry.
Refund for cash, check, wire, or PO payments
From Add Transaction, select the correct payment type (cash, check, wire, or PO).
Enter a negative amount (preceded by a minus sign), date, and any other required fields (e.g. reference number, notes).
Click Add.
The refund appears on the summary as a negative transaction.
Deleting a payment record
For cash, check, wire, or PO payments: if added by mistake and not yet processed or refunded, click the Delete icon next to the payment.
Credit card payments cannot be deleted once processed; instead a refund or void must be issued.
Send or print invoice for an exhibitor
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.