Applying Direct Bill Payment

📆 Revision Date: 14 Oct 2025

Settling the Folio Using Bill to Company (Direct Bill)

In the EventKey, settling the folio using a Bill to Company (Direct Bill) means that all event charges are invoiced directly to the client’s company account rather than being paid immediately by the event organizer or attendees. When the folio is settled this way, the system records the charges under the company’s account, allowing the client to pay according to their established billing terms. This method simplifies payment processing for corporate clients or groups with credit arrangements, ensuring that the event charges are properly documented and invoiced without requiring upfront payment at the event.

⚠️ Important Notice: Attaching a Company Profile for Direct Billing

When creating an Event Proposal, it is essential to add a Company Profile with Direct Bill privileges on the Contact Screen. This step ensures that event charges can be billed directly to the company.

For detailed instructions on creating an event proposal, please refer to the Knowledge Base Article (KBA) titled “Create an Event Proposal.” The following steps focus specifically on attaching a company profile during the proposal creation process.

How to Attach a Company Profile to the Booker:

Click the Local Company button on the Contact Screen.
In the search box, type the name of the company you want to associate with the event.
From the search results, select the correct company by clicking its name.
Click the blue Confirm button to link the company profile to the booker's contact details.
Complete the event proposal flow.

✅ Once confirmed, the company information will be successfully linked to the inquiry, enabling direct billing for the event charges.

Select Company Button

Contact Info - Attaching a Company Profile

EventKey Folio with Compnay Name.png — EventKey Folio with Company Account

🧾 Adding a Direct Bill Company After Event Creation

If a company with direct bill privileges needs to be added after the event has been created, follow the steps below to update the payment source in the PMS and reflect it in EventKey.

🔹 Step 1: Locate the Event in the PMS

Go to the Property Management System (PMS).
Navigate to the House Account section and search for the event name.
Click on the correct account to open the Folio Screen.

🔹 Step 2: Add the Direct Bill Company

On the Folio screen, click the edit icon next to the current Payment Source.
From the Payment Sources screen, click the “Add Direct Bill Company” button (upper-right corner).
In the search box, type the name of the company account.
A list of eligible companies with Direct Bill privileges will appear.
Click the blue Select button next to the appropriate company account.

🔹 Step 3: Confirm the Update

The Primary Payment Method will now show as:
Local Direct Bill – [Company Name]

🔹 Step 4: Verify in EventKey

Return to the Event Record in EventKey.
Navigate to the Billing Information section.
The Folio will now display the name of the selected company account.

✅ The event is now correctly set up for Direct Bill privileges.

Locate Event from House Account.png — Locate the Event in House Accounts

Edit Payment Source Icon.png — Payment Source Icon

Apply Direct Bill Company.png — Apply Direct Bill Payment Source

Select Compnay Option.png — Select Company Option

Primary Payment Method.png — Primary Payment Method

Steps to Apply a Bill to Company Payment:

Open the Payment Screen
- From the Billing Information screen, click the blue “Payments” button.
- The Payment screen will appear.
Enter the Payment Amount
- In the Choose Amount field, enter the amount being applied to the folio.
Select a Payment Method
- Choose the Bill to Company Payment Method from the list.
  Note: Bill to Company will only be an option if a Company Profile with Direct Bill Privileges is on the event.
Complete Payment Based on Method
- Click the blue “Accept” button to complete the payment.
Review the Payment
- Once accepted, the payment will be posted to the event folio.
- Return to the Billing Information screen to verify that the payment has been applied.

Payments Bill to Compnay.png — Bill to Company - Payments

Payment Selection - Bill to Company.png — Payment Method - Bill to Company

Accept Direct Bill.png — Accept Direct Bill Payment

Bill to Compnay Payment.png — Bill to Company Payment Applied