Invoicing a match
On events Bluebridge does not pay, bill the school directly from the event page — one match or a whole month, as a draft you read before it goes.
An event paid through Bluebridge ends at a payment request: the platform owes the officials and pays them. Every other event ends with you billing the school. This turns that into an invoice raised from the match itself rather than typed out by hand.
Where it is
On any event whose payment vendor is not Bluebridge, each match row carries an Invoice match button once someone has accepted it, and the event header carries Invoice matches for billing several at once. Neither appears on Bluebridge-paid events, where raising one would bill a school for money the platform is already paying.
What the invoice says
A single match bills a line per official at their rate, plus their travel where the event reimburses it. Pay and travel stay on separate lines, because a finance office treats a fee and a reimbursement differently and a merged figure cannot be reconciled against a rate card.
Several matches bill one line each — "Feb 17 · CUI vs. Point Loma" at the match total. A school settling a month wants the matches it is paying for, not forty names; the crew is your business.
Every line is editable before anything is raised, and you can add or remove lines. A rate gets nudged for a season, a line gets added for parking, an official who did not work gets dropped. What you see is what gets billed.
Who the school pays
- Pay an entity — one payment to the payee, which then pays the officials. This is the ordinary case.
- Pay officials direct — the invoice becomes a remittance instruction and every line names who to pay and how, taken from each official's saved payment method. Anyone without one is marked on the invoice so you can chase them before it goes out rather than the school discovering it after.
Bill to
Settings carries who the invoice is addressed to: the institution, an attention line so it reaches the right desk inside a large athletics department, and an address to file it against. That's separate from the finance contact, who is simply the person the email goes to — leave the institution blank and their name is used instead.
The payee
You do not always invoice as yourself. A local umpires association is often the payee: the school pays the association, the association pays the officials, and your own name and bank details have nothing to do with it.
Name a payee in Settings — entity, address, check line, Zelle — and invoices for that event bill from it entirely, the From block and the remit block together. Leave it blank to invoice as yourself, using your profile and your saved payment methods. Either is an ordinary arrangement.
Download, then send
Download builds the PDF and hands it to you; Send emails it to the finance contact. Whichever you press raises the draft and the other reuses it, so pressing both bills the match once. Download sits first because reading the invoice before a school does is the point of having both.
Sending confirms first, with the total and which way the school is being asked to pay, and asks you to attest that these officials worked this match and the amounts are correct. The roster knows who was assigned and the rate table knows what they earn; neither knows who actually turned up.
After it is raised
- The match button reads Invoice drafted, Invoice sent, or Invoice paid, and turns green once sent.
- It is never disabled. A corrected invoice and a resend are both ordinary, and blocking them would send you off-platform to do it by hand.
- Raising the invoice is what marks a non-Bluebridge match completed — there is no separate payment request, because the platform is not paying anyone here.
- The invoice lives in your invoices, where you can edit it while it is a draft and mark it paid when the money arrives.