Create an Order, Invoice, or Sales Receipt on Behalf of an Exhibitor
Objective
Use this SOP to manually add an exhibitor company and user, then create an order, invoice, or sales receipt in Expo Genie on their behalf. This process is used when the exhibitor has already paid, needs white-glove service, or should be recorded in the system without going through the standard registration flow.
Key Steps
1. Add the exhibitor company and user 0:35
Navigate to Companies.
Create the exhibitor company record (example: Trulia).
Enter the exhibitor’s package/type details, such as Gold, and complete any additional company information required.
When prompted, create a user for the company.
Add the user’s contact details, such as name, email, and phone number.
Mark the user as Primary Contact if appropriate for reporting and communication purposes.
Set password and welcome email options as needed.
Send the welcome email if you want the exhibitor to immediately access the Exhibitor Portal.
2. Confirm the exhibitor is routed directly into the portal 1:32
Verify that the company record has been created before sending the welcome email.
Understand that because the company already exists, the user will be taken directly to the Exhibitor Portal instead of the sign-up flow.
Use this method when you are effectively registering the exhibitor on their behalf and do not want them to complete registration twice.
Confirm the company and user are saved successfully before moving to order creation.
3. Create a new order from the Shop > Orders area 1:52
Navigate to Shop.
Click Orders.
Review existing orders if needed, or select the option to create a new order.
Choose the correct company record, such as the newly created exhibitor.
Select the order type:
Invoice if the exhibitor still owes payment.
Sales Receipt if the exhibitor has already paid.
Continue into the order flow to begin building the exhibitor’s purchase record.
4. Build the exhibitor’s order as if you were the exhibitor 3:01
Proceed through the order flow the same way the exhibitor would in the sign-up process.
Select the exhibitor’s booth, sponsorship, or package.
Add any applicable add-ons.
Apply any special pricing or discounts if a custom deal was negotiated.
Add internal or customer-facing notes as needed:
Visible notes for the exhibitor to see.
Hidden notes for internal reporting and reference.
If a booth is selected during the order, the booth will be reserved automatically when the order is placed.
5. Place the invoice order and reserve the booth 3:40
Review the order details carefully before submitting.
Click Place Order to finalize the invoice.
Confirm that the exhibitor is assigned to the selected booth automatically.
Use this workflow to complete both the financial record and booth assignment in one step.
Avoid manually reserving the booth again in the floor plan, since the order process already handles it.
6. Create a sales receipt when payment has already been received 4:10
Return to Shop > Orders.
Create a new order for the exhibitor again, but choose Sales Receipt instead of Invoice.
Complete the same order flow for the booth, sponsorship, and add-ons.
At checkout, use the Receive Payment section to record the payment details.
Enter the payment amount, which may be full or partial.
Select the payment method, payment date, transaction ID, and any payment notes.
Save the record so the payment is tied to the order for reporting purposes.
7. Handle partial payments and send the order confirmation 5:17
If the exhibitor paid only part of the total, record the partial payment amount.
Confirm that the system creates an invoice for the remaining balance automatically.
Verify that the payment is linked to the order and reflected in reporting.
When finished, choose whether to send the order, invoice, or sales receipt email immediately.
Use the email option whenever the exhibitor should receive confirmation or documentation right away.
Cautionary Notes
Do not send the exhibitor through the standard sign-up flow if the company record has already been created.
Be careful to choose the correct order type:
Invoice for unpaid balances.
Sales Receipt for already-paid orders.
If you select a booth during the order, do not reserve it again manually afterward.
Payment entry in a sales receipt is for recording/reporting purposes, not for processing live credit card transactions.
Double-check discounts, notes, and booth selection before placing the order.
Tips for Efficiency
Create the company and user first so the exhibitor can be managed cleanly from the start.
Always create a user for the company unless there is a specific reason not to.
Use the welcome email to quickly grant portal access after setup.
Keep a standard process for entering booth, sponsorship, and add-on selections to reduce errors.
Use hidden notes for internal details and visible notes only for exhibitor-facing information.
Record payment details immediately when using a sales receipt to keep reporting accurate.
Send the confirmation email at the time of order creation to reduce follow-up work.
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