How does the agreement of payment modalities between supplier and customer work in the MICE Portal?
As a provider, you may want to agree with your customer on different payment methods, deposit payment or a payment guarantee. There may be reasons that, contrary to the customer's GTP, a different agreement on payment terms should be made. If you have not already made a special company agreement with this customer in advance, you can agree on a different arrangement with your customer, as long as the customer agrees to it. This agreement will be noted in the comment section when the offer is submitted, and it will be incorporated into the contract once the customer accepts the offer.
In the comment field of the offer, you as the provider have the option to enter notes regarding the payment modalities, which will become part of the contract if the contract signatory agrees to them. Notes on a deposit, prepayment or credit card guarantee can be entered in the comments field of the offer, as described above. Please clarify with the contract signatory, before booking in the MICE portal, the payment modalities.
Our tip: Please check if a credit card payment guarantee is not sufficient to secure the booking. If you agree on a deposit or advance payment, please create a VAT partial payment invoice and send this to the customer or to accounting@miceportal.com as described in the payment modalities in the MICE Portal. No advance payment can be made without an invoice.
Especially abroad, you as a provider insist on a payment guarantee via credit card and usually do not accept payment on account.
Our tip: Agree on a corporate credit card guarantee with the contract signatory. For all companies that have commissioned MICE Portal to handle their invoices, our accounting department will create a virtual credit card number as a guarantee for the booking. For more information, see 1. payment guarantee.
3. information for MICE Portal Airplus customers
1. payment guarantee
- The fastest and most straightforward form of agreement in the contract is the payment guarantee.
- Often, providers simply require a credit card to guarantee the booking.
- The total amount will only be debited when the final invoice is issued after the event. This means that only one total invoice will be issued at that point.
- The provider only blocks the agreed down payment amount on the credit card as a guarantee and thus has the security that the amount on the credit card is reserved for the provider. (Credit check for the provider)
Our tip: Block a guaranteed amount on the company credit card for your security. The debit takes place with final invoicing in one sum. Your accounting department creates only one invoice!
2. deposit payment
- A deposit payment is a down payment that must be paid to the provider within the period agreed in the contract.
- The provider will issue an invoice for the agreed deposit amount, which will then be debited from the credit card or, within Germany, also paid to the provider by bank transfer.
Note: Pro-forma invoices are not accepted for payment of a service by the MICE Portal. Pro-forma is not an invoice in the tax sense, but merely a document of performance.
Disadvantage: At least two invoices are created, a down payment invoice and a final invoice. Both the contract signer and you have extra work. Two invoices have to be created, checked and paid.
3. information for MICE Portal Airplus customers
- For international bookings, our MICE Portal accounting creates a virtual credit card for guarantee, which is also valid for debiting the authorized amount and transmits this virtual number to the supplier.
- The fastest and easiest settlement is the payment guarantee.
- Please note that you can only debit via a virtual credit card if you are listed with the terminal provider with merchant type MCC 7011. Hotels, restaurant providers and transfer service providers are listed. If you are not listed yet, you have to take care of a listing at Air Plus yourself.
- If you insist on a deposit, please create a deposit invoice and send it to the contract signer. Pro-forma invoices may not be accepted by our accounting department because they are not used for deducting input tax and do not meet the legal criteria of an invoice.
Note: Our accounting department will not create a virtual credit card to pay a deposit invoice without an invoice. Without an invoice, only the payment guarantee may be created.
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