Payments for Event Planners

Event planners collect retainers, invoice clients in stages and coordinate vendor payments. Roots sets up invoicing and payment links on Square and vendor payouts through licensed partners.
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Payment solutions for event planners

How these solutions fit event planners

See what each option adds to the way your business takes and tracks payments.

Square Invoices

For event planners: Send itemized invoices for venue deposits, event packages and final balances and track deposits, due dates and outstanding balances. Send proposals, e-sign contracts and bill retainers and milestones on a payment schedule. Square Invoices sends estimates, e-signature contracts and invoices with deposits, payment schedules, recurring billing and automatic reminders. Roots Payments, an independent Square Reseller, sets it up and supports it.
  • We build invoice, estimate and contract templates in your brand
  • We set up deposit and payment-schedule rules that match your policies
  • We connect invoices to QuickBooks Online or Xero
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Square Payment Links

For event planners: Share a checkout link for venue deposits, event packages and final balances through messages, email or your website. Share a link for consultation fees or client add-ons. Square Payment Links creates reusable checkout links, QR codes and buy buttons you can share by text, email or social, with custom fields, tips and buyer-entered amounts. Roots Payments, an independent Square Reseller, sets it up and supports it.
  • We create and name your standard links so staff send the right one
  • We design QR signage for front desks, tables and events
  • We set up tracking in Square Dashboard so you see who paid
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Square Virtual Terminal

For event planners: Take authorized phone or remote payments for venue deposits, event packages and final balances from a browser-based terminal. Take client payments over the phone from your laptop. Square Virtual Terminal turns a computer into a card terminal for phone, mail and email orders, with cards on file and itemized sales. Roots Payments, an independent Square Reseller, sets it up and supports it.
  • We set up team permissions so only the right staff can key in cards
  • We write a phone-payment script that keeps card numbers off paper
  • We connect Virtual Terminal sales to your reporting
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Square Integrations

For event planners: Connect Square transaction data with the tools used to manage event dates, deposits and vendor invoices, reducing repeated data entry. Sync invoices and payments to QuickBooks Online or Xero. The Square App Marketplace connects Square to booking, ticketing, accounting, scheduling and marketing apps so sales and customers stay in sync. Roots Payments, an independent Square Reseller, sets it up and supports it.
  • We pick apps that actually fit your workflow and test them
  • We map items, taxes and payouts so accounting ties out
  • We handle setup, data migration and staff training
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ACH Payments

For event planners: Offer bank-account payments for venue deposits, event packages and final balances, with authorization and invoice matching built into the workflow. Collect large event budgets by ACH to cut fees. ACH moves money straight from a customer's bank account, usually for far less than card fees on large invoices and recurring charges.
  • We set up authorization forms and verification
  • We connect ACH to your invoicing or billing
  • We explain return codes and timelines to your team
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$4,595.00 · ref ACH-7731

Text to Pay

For event planners: Send a payment request for venue deposits, event packages and final balances by text so customers can pay against a specific order or invoice. Text clients payment requests for last-minute changes. Text to Pay sends a secure payment link by SMS so customers pay from their phone without reading card numbers aloud.
  • We set up message templates and opt-in language
  • We connect text-to-pay to your billing
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Payouts

For event planners: Distribute amounts owed to event vendors and freelance production crews, with payment references matched to event dates, deposits and vendor invoices. Pay vendors from one place. Payouts send money to partners, owners and vendors from your platform, provided through our licensed banking and money-transmission partners. Roots Payments is not a bank or money transmitter.
  • We design the payout flow and connect it to your software
  • We coordinate onboarding with our licensed partners
  • We support you after launch
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Chargeback Management

For event planners: Organize evidence for disputed venue deposits, event packages and final balances, including customer authorizations, delivery details and service records. Roots coordinates chargeback-management services to help your business handle disputes and organize responses.
  • Discuss your business goals on a free consultation
  • Coordinate your provider introduction and setup
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Event Planners payment questions

Start with the workflows your business needs. Options on this page include Square Invoices for Event Planners, Square Payment Links for Event Planners, Square Virtual Terminal for Event Planners. Roots helps compare the setup, software and processing requirements around how you operate.
Yes. Bring your current POS, checkout or billing tools and recent processing statements. We review reservations, tickets, deposits and on-site checkout, then plan the changes your event planners business needs.
Request a quote for your business. The review covers your payment mix, locations, software, hardware recommendations and implementation work. Consultations and payment reviews are free.
Bring recent payment statements, the systems you use and a record of how a customer places an order, receives a service or pays a bill. Tell us which event planners workflows need to improve so we can scope a practical setup.

Let’s set up payments for your event planner business

Book a free 30-minute payment review to compare costs, address payment problems and plan your next steps.
Talk to an event venue payments specialistExplore events & event services solutions