Here you can find information about deposit payment, booking guarantee and different payment methods.
In the comment field of the offer, providers have the option to store information regarding the payment modalities, which, with your consent, become part of the contract when booking. Notes on a deposit payment, prepayment or the request for a credit card guarantee can be found, as described above, in the comment field of the offer. Please clarify the payment modalities with the supplier before booking in the MICE portal.
Our tip: Contact the provider by phone and ask him, after agreement, to change his comment in the offer, as agreed. This comment becomes a part of the contract when booking.
Especially abroad, the providers usually do not accept payment on account and insist on payment processing via credit card.
Our tip: Avoid advance payments by offering the supplier a guarantee via a company credit card. For a fee, we generate a virtual credit card number for our MICE Portal Air Plus customers for each company that has commissioned the MICE Portal to process invoices to secure the reservation. Information under the 1st point.
3. Information for MICE Portal Airplus customers
4. Information for customers with their own internal accounting
1. Guarantee of payment
- The fastest and easiest form of agreement in the contract is the payment guarantee.
- Often, providers simply require a credit card to guarantee the booking.
- The provider only blocks the agreed deposit payment amount on the credit card for guarantee and thus has the security that the amount on the credit card is reserved for the provider. (Credit check for the provider)
- The total amount will only be debited when the final invoice is issued after the end of the event. This means that only one total invoice will be issued after the end of the event.
Our tip: There is no payment flow and no invoicing in advance. The provider only creates a final invoice, but still has a security.
If you need support from our MICE Service Team to clarify the payment modalities, you can book this paid event service in your project at any time!
2. Deposit payment
- A deposit payment is a down payment that must be paid to the provider within the period agreed in the contract and in the agreed amount. Otherwise, the provider may refuse to hold the event.
- 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: Make sure that the provider does not issue a pro forma invoice. Pro-forma invoices are not an invoice in the tax sense, but merely a service document.
Disadvantage: At least two invoices are created, a down payment invoice and a final invoice. Both the supplier and you have an additional expense. Both have to check the invoices twice and instruct them for payment.
- In addition, the payment flow occurs shortly after booking and not after the service has been provided.
3. Information for MICE Portal Airplus customers
- For domestic and international bookings, our accounting department creates a virtual credit card as a security deposit and to guarantee the booking. This payment guarantee service is subject to a fee and includes the creation of the virtual credit card number, as well as the transmission to the provider.
- First book the MICE Portal Service Package for payment processing and inform our accounting department about the payment modalities you have agreed upon in the contract with the provider. You can leave this information in the comment field when booking the service package or via a message on the project pinboard.
- Please note that deposit payments mean double the effort of invoice posting and payment. Therefore, you should definitely try to arrange guarantee service with the provider via credit card.
- Please note that virtual credit cards are only accepted by hotels, restaurants and shuttle service providers, as they are listed with the credit card terminal provider with Merchant Type Hotel: MCC 7011. The provider itself must take care of the listing directly with its credit card partner.
- If the hotel insists on a deposit, please request a deposit invoice from the provider. Pro-forma invoices may not be accepted by our accounting department, because they are not entitled to deduct input tax and do not meet the legal criteria of an invoice.
Our tip: Use our message template in the project to request the invoice from the provider.
Note: Our accounting department will not create a virtual credit card for payment of a deposit invoice without an invoice. Only the payment guarantee may be created without an invoice.
4. Information for customers with their own internal accounting
Please check with your purchase or with the travel manager* about the procedure of deposit payments and payment guarantees.
If you need assistance with the payment modalities abroad or with the conclusion of a contract, you can explicitly book this service via MICE Portal Service.
Get a head start on trends, new openings, events and news from the industry. With our MICE News you will receive selected and suitable information directly in your mailbox. You can subscribe directly here: https://blog.miceportal.com/
