Taking payments online
How a tournament is set up to collect money online through the payment partner, which payment methods teams are offered, what the payer sees, and how receipts, cancellations, refunds and mismatched payments are handled.
Looking for something else? Fees, services and discounts Invoicing teams Payouts and settlements
Profixio can collect money for you: registration fees, ordered services and player licences can all be paid by card or another online method, or by an invoice that the payer settles in their bank.
Two things have to be true before that works:
- Your organisation is connected to the payment partner. Profixio does not hold money itself. Payments go to an account held by Ping Payments, the payment partner, and are later transferred on to your club's own account.
- The tournament is set to use it. Each tournament is set up individually to use online payment or to use ordinary Profixio invoices instead.
When online payment is switched on, teams see a Pay now button (and, if you allow invoices, a Create invoice button) on their team page. Money paid arrives at the payment partner, the team is marked as paid in Profixio automatically, and you ask for the money to be transferred to your own account when it suits you.
Federations sometimes decide centrally that their clubs must use online payment; in that case the choice is made for you and you will not see the provider question at all.
On the team's page, under the economy section, the team leader (or a club administrator) sees the outstanding amount and up to two buttons:
- Pay now (amount) — opens the payment partner's payment page in a panel on top of Profixio. The payer picks a method there and pays.
- Create invoice (amount) — produces a PDF invoice with a payment reference, to be paid in the bank.
While the payment is being prepared the button shows Please wait....
The due date on an invoice is taken from the tournament's payment deadline, but never less than two days from today.
After paying, the payer is brought back to a summary page in Profixio:
| What happened | What the page says |
|---|---|
| Payment went through | Heading Payment Success, green box Thank you for your payment!, and a Receipt download button |
| Payment not confirmed yet | Heading Payment Summary, warning The payment is not yet confirmed., plus buttons Open payment page again and Check payment status |
| Payer cancelled on the payment page | Payment cancelled |
The page always shows the Date, the Order number and the Total amount, and lists the teams the payment covers.
A payment that fails or is declined is handled on the payment partner's own page. When the payer comes back, Profixio shows the "not yet confirmed" state — there is no separate "declined" message. Pressing Open payment page again lets them try once more with the same payment link; Check payment status asks the payment partner again, which is worth doing if the confirmation is simply slow.
Already-created invoices are listed underneath, each showing the amount, Reference (the payment reference the bank needs), a Download invoice button, and — for an invoice covering several teams — a Collective invoice note with the recipient address and the teams included.
- Getting the money out to your own bank account — settlements, payout reports and what to check when a payout is missing are on Payouts and settlements.
- Invoices themselves — producing single, collective and mass invoices, credit notes, invoice numbering and what the club receives are on Invoicing teams.
- Setting the prices — registration fees per class, optional services and discounts are on Fees, services and discounts.
- Following up who owes what — the team ledger, registering a payment by hand, bank-file imports and payment reminders are on The team ledger and chasing payments.
- Buying and administering licences — which licences exist, who needs one and how they are approved is on Player licences; this page only covers paying for one.
- The payment partner's own checkout page. Everything the payer sees after leaving Profixio, including which card types are accepted and what a decline message says, belongs to the payment partner.
- Prices and terms for using Profixio. What Profixio and the payment partner charge is a commercial matter, not a setting.
For other roles
The choice is made when you create a tournament, and can be changed afterwards from the tournament's publish page.
Under Choose Payment Provider you get two cards:
- Ping Payments — teams pay online. Profixio produces everything, including the invoices with a payment reference, and the money is collected by the payment partner.
- Profixio Invoices — Profixio only produces invoices. Teams pay them into your own bank account, and you register the payments yourself or through a bank file.
Picking Profixio Invoices turns online payment off and switches ordinary invoicing back on (invoices sent by e-mail and printable at registration). Picking Ping Payments opens the short connection form described in the next section; the tournament does not actually switch over until an organisation has been connected.
When you do not see the choice. The two cards only appear if online payment is available in the tournament's country — the payment partner is set up per country, not per club. If it is not available, the tournament uses Profixio invoices and no choice is offered. If your federation has decided that online payment is mandatory, the cards are hidden and the connection form is shown directly.
The two options are also known as the Basic and Complete economy modules — Complete is the one that collects the money through the payment partner. Prices for both are published on the Profixio website.
Copying an existing tournament carries the payment setup over with it.
Choosing Ping Payments shows a short form. You fill in:
- Currency — for example NOK or SEK.
- Country.
- Organisasjonsnr — your organisation number. It must be 9 digits for a Norwegian tournament and 10 digits for a Swedish one.
- Org Name — the name of the organisation that will receive the money.
Press Activate Ping Payment!. Profixio registers your organisation with the payment partner (or reuses a registration that already exists for that organisation number) and switches the tournament over. Once connected the heading changes to Ping Payments is activated and the button becomes Update payment settings.
No bank details are asked for in Profixio. Verifying who you are and where the money should be paid out happens directly with the payment partner. For Norwegian tournaments Profixio sends the tournament's contact address an e-mail with the subject Økonomimodul Komplett explaining that the payment partner will contact you separately. That process asks you to upload two documents and an ID (for example a driving licence) to a secure server, and to sign a short agreement confirming the account number and the person signing. Payouts cannot happen until it is done.
Two consequences of connecting:
- Ordinary Profixio invoicing is switched off for the tournament, and the invoice-related settings disappear from the economy settings.
- The available payment methods are copied from your country's setup as a starting point; you can then adjust them (see below).
Profixio does not show you whether the payment partner has approved your organisation yet. The organiser view only says whether online payment is activated. If you are unsure whether verification has gone through, ask Profixio support or the payment partner.
Where an invoice is allowed, the team gets a Create invoice button; the invoice is a PDF with a payment reference that they can pay in their own bank. Where it is not, they only get Pay now.
A team that reaches the ceiling simply does not see Pay now for that amount — only Create invoice, if invoices are allowed. If neither is allowed for that amount, the team has nothing to click, which is a common cause of "the team cannot pay" reports.
Two separate things decide what a team can click:
1. Whether invoices are allowed. In the tournament's invoice settings, under the Ping Payments section, the setting Enable Ping Invoice has four values:
- No invoice — online payment only.
- Invoice for registration and services
- Invoice for registration
- Invoice for services
This is also where a service fee can be added: if your country's setup has one, the team is told "A [fee name] of [amount] is added when paying an invoice" before they choose.
2. Which online methods are enabled. Under Payment options you get one block per method that your country's setup offers — typically card, and market methods such as Vipps or Swish. Each block shows the Payment Method and Payment Provider it uses, plus:
- two switches: one enabling the method for registration fees, one for services;
- Max amount — above this amount the method is not offered. Card payment of large sums is expensive for the organiser, so a ceiling is normal; the default suggestion comes from your country's setup (often around 1000 in local currency).
You do not have to touch Payment options to get started. When the tournament is connected, every method your country's setup has enabled is copied in, switched on for both registration fees and services, with the country's suggested ceiling already applied. Adjust it only if you want something different.
In the tournament's invoice settings there is a switch Force teams to pay to finish registration? with the explanation "When the team registers, it must pay before the team is registered in the tournament."
With it on, the registration form gets an extra payment step at the end. After the last step the person registering gets a Continue to payment button, then a page reminding them that the registration fee must be paid before the registration is final, with a Pay now (amount) button. The team is created, but it is held back as not completed until the money arrives, and the usual "your team is registered" e-mail is not sent.
Notes:
- If your tournament offers club transport or similar add-ons, that step is shown before the payment step, so the amount is right.
- The switch exists in two places in the settings — one for online payment, one for older PayPal tournaments. Only the one belonging to the payment method you actually use is shown.
- Leaving it off is the normal setup: the team is registered immediately and pays afterwards, from its own team page.
If you are an organiser paying or invoicing on behalf of a team, Profixio first asks for Input customer details — "We need some personal details for processing the payment" — with E-mail, First name, Last name and Phone. If the team has registered administrators, their addresses are offered as shortcuts under "...Or use one of the team admins:". A team leader paying for their own team does not see this: their own name, e-mail and phone are used automatically. Either way, that e-mail address is where the receipt goes.
When a payment completes, Profixio automatically e-mails the address given when the payment was started. The subject is Payment Registered, the body says Thank you for your payment! with the amount, and a Receipt PDF is attached. The e-mail also links back to the Payment Summary page.
If the tournament is set to send copies of participant e-mails to the organiser, the organiser's addresses are copied in as well.
The receipt can also be downloaded at any time from the Receipt button on the payment summary page. The receipt link is personal and time-limited: it only works for a completed payment, and it is fetched fresh from the payment partner (cached for about an hour), so a very old link may need to be opened from the payment summary page again.
The receipt is not the same thing as the invoice. The invoice is the document produced before payment and is downloaded with Download invoice; the receipt is the proof of payment produced afterwards.
Everything that has been paid or is waiting to be paid is listed under Economy → Payment links. This is the organiser's overview of online payments, and it is only available for tournaments that use online payment.
Each row shows:
- the payment reference (KID: ...) if an invoice was produced, or Direct payment if the team paid straight away;
- Due date and Created at;
- PDF, a link to the invoice;
- the method and provider actually used, and two statuses — the status of the payment itself and the status of the order behind it;
- the team or teams the payment covers, and the amounts.
The statuses you will see on the payment are CREATED (nothing paid yet), COMPLETED (paid in full), UNDERFUNDED or OVERFUNDED (paid, but not the invoiced amount), CANCELLED and EXPIRED. The order behind it is OPEN while the money is still held by the payment partner, and moves through CLOSED / SPLIT to SETTLED once it has been released to you. That distinction matters for refunds, and is explained in the next sections.
Useful filters: Show over/underfunded, With refund, status, order status and Class. Refresh all asks the payment partner for the current state of everything, which is the right first move when a payment looks stale. There is also an Excel export, which exports exactly the rows the filters currently show.
Who can open it: a tournament administrator with economy rights, on a tournament that uses online payment. Federation and district staff have their own cross-tournament version of the same list.
Cancel payment appears on an invoice on the team's economy page. It cancels an invoice or payment link that has not been paid — it does not undo a completed payment.
What happens:
- The payment link is withdrawn with the payment partner, so the payer can no longer use it.
- It is marked as cancelled and moves down to a Cancelled invoices list, where the PDF can still be downloaded for the records.
- If the invoice was already issued, a credit note is created automatically so the paperwork balances. Where that does not happen by itself, Create credit note is offered on the cancelled invoice.
- Exception: an invoice covering several teams gets no credit note, neither automatically nor with the button. Cancelling a collective invoice therefore leaves the issued invoice without a matching credit note, and the correction has to be made outside Profixio.
- Everyone watching the team page sees it disappear, and the cancellation is written to the team's event log.
You get a confirmation prompt first, and the message Payment cancelled afterwards.
Two limits worth knowing:
- The button is only shown to users with rights to edit teams in the tournament, and only while the invoice has no credit note yet.
- If the payer clicks "cancel" on the payment partner's own payment page, the same cancellation happens automatically when they are returned to Profixio.
To take back a payment that has already gone through, use a refund instead.
A refund is started from Economy → Payment links, on the row's action menu.
The rule that decides everything: money that has already started its journey to you cannot be refunded through Profixio. While the order status is OPEN or CLOSED, the money sits with the payment partner and can be sent back. Once it is SPLIT or SETTLED it is on its way to, or already in, your bank account, and any repayment has to be made from your own bank. It is also the reason the balance held at the payment partner must be at least the amount you want to refund — so it is worth not transferring everything out until refunds are unlikely.
There are two refund actions, and only one is offered on any given row:
| Action | When it appears | What it does |
|---|---|---|
| Refund order | The payment was made online (card or a similar method) | Sends the refund to the payment partner directly. Enter Reason for the refund and The amount to refund — the amount defaults to everything received, so lower it for a partial refund |
| Refund payment | The payment arrived as a bank transfer against the invoice | Profixio cannot reverse a bank transfer, so this sends a refund request by e-mail to the payment partner's support with your reason and amount. It is logged on the team as a requested refund |
Neither action is available if a refund has already been requested or completed for that payment, or once the order has been split or settled.
Refunds are not instant. The payment partner processes them, and Profixio is told afterwards. When the refund completes, the team's ledger is corrected automatically: a reversing entry is added rather than the original payment being deleted, so both lines remain visible. If the refund is declined or fails, the tournament's e-mail address gets a message with the subject Ping Refund failed and a link straight to the payment links list.
Common situations and how to handle them:
- The team should have a discount after paying — refund part of the amount with Refund order.
- The team withdraws — refund the whole amount.
- The team paid twice on the same reference — Profixio cannot see the duplicate, because both payments are on the same order. Contact the payment partner to get the extra amount back.
- The team paid on the wrong reference — the other team's payment will still show as unpaid. This has to be sorted out with the payment partner.
- The fee was wrong — correct the team's fee first, then handle the difference as a refund or a reconciliation.
If a team pays a different amount than the invoice says, the payment gets the status UNDERFUNDED (too little) or OVERFUNDED (too much).
Money on an over- or underpaid order is not transferred to you. It stays with the payment partner until the difference is dealt with. You have two ways out:
- Get the rest of the money. Message the team and ask them to pay the missing amount; the payment updates by itself when it arrives.
- Accept the payment as it is. The action Reconcile order on that row says "this amount is correct". The payment link is then marked as complete and ready to be transferred to you.
Reconciling settles the payment, not the team's books. It tells the payment partner the received amount is the right one so the money can be released, but it does not rewrite what the team's ledger says it owes. If the team's balance still looks wrong afterwards, correct it on the team itself.
Reconciling is the right move when the invoice went out before an order was changed — a team ordering ten of something, printing the invoice, and then reducing it to eight. They paid the correct amount; the invoice is simply out of date. Check the team's balance afterwards and adjust it if it does not match.
For an overpayment, reconciling accepts the extra money too, so you must then pay the difference back yourself — either as a refund (while the order is still open) or manually. Registering a repayment on the team as a negative amount keeps the team's ledger correct.
To register that repayment: click the team name to open the team, go to the Economy tab, click Register payment, enter the amount you paid back as a negative number and click Save.
Reconcile order only appears while the payment really is over- or underfunded and something was actually received.
The same payment machinery is used for two things outside tournaments:
- Buying a player licence. Under Buy a new license the player picks from Select license and presses the buy button. They are sent to the payment partner's payment page for the price of that licence, less any discount they qualify for. When the payment completes, the licence is issued automatically. Unlike team payments this is a full page change rather than a panel, and the player is returned to their own licence page, where the licence now shows a Receipt link.
- Paying a transfer fee. When a player transfers between clubs and the transfer costs money, a payment link is created for it and the transfer is marked as paid once the money arrives.
These use the licensing federation's own connection to the payment partner, not the tournament's. Which licences exist, what they cost and who has to have one is federation policy and is covered on the player licences page.
Taking card payments through PayPal still works for tournaments that were set up with it.
You will see a Paypal Payment Setup section in the tournament's invoice settings only if the tournament already has a PayPal account id filled in (or is a Swedish beach volleyball tournament), and only if the tournament is neither using the current payment partner nor set up with an OCR agreement for automatic bank-file matching. It holds the PayPal account id, the currency, and its own copy of Force teams to pay to finish registration?.
For teams it looks similar: a Pay now button that sends them to PayPal and back. Payments confirmed by PayPal are registered on the team automatically, and both payments and refunds are written to the team's event log.
The two systems are mutually exclusive. Connecting a tournament to the current payment partner switches PayPal off, and it cannot be switched back on for that tournament from the settings page.
PayPal is not offered for new tournaments and is being phased out. Do not set it up on a new tournament — use the current payment partner, or Profixio invoices.
| Setting or behaviour | What it does | Where |
|---|---|---|
| Choose Payment Provider (Ping Payments / Profixio Invoices) | Decides whether the tournament collects money online or only produces invoices | New tournament wizard, and the tournament's publish page |
| Connection form: Currency, Country, Organisasjonsnr, Org Name | Registers your organisation with the payment partner. Organisation number must be 9 digits (NOK) or 10 digits (SEK) | Same place, after choosing Ping Payments. Button Activate Ping Payment! |
| Enable Ping Invoice (No invoice / Invoice for registration and services / Invoice for registration / Invoice for services) | Whether teams may choose an invoice instead of paying online, and for what | Tournament settings → invoice settings, section Ping Payments |
| Use PING invoice via OCR | The same choice, shown on the connection form. Helper text: "Click to enable PDF invoice from Ping Payments. If empty, only swish/online payment will be available" | Connection form |
| Payment options — per method: registration switch, services switch, Max amount | Which online methods teams are offered and up to what amount | Shown next to the connection form once online payment is active |
| Force teams to pay to finish registration? | Adds a mandatory payment step to registration; teams that do not pay are not registered and get no confirmation e-mail | Tournament settings → invoice settings |
| Invoice service fee | If your country's setup adds a fee for paying by invoice, teams are told the amount before choosing | Set per country; not editable by organisers |
| Cancel payment | Withdraws an unpaid invoice or payment link and creates a credit note where applicable | Team page → economy, on the invoice. Requires team-edit rights |
| Refund order | Refunds an online payment, fully or partially, through the payment partner | Economy → Payment links, row menu. Only while the order is OPEN or CLOSED |
| Refund payment | Requests a refund by e-mail from the payment partner, for payments that arrived as bank transfers | Same menu, same limits |
| Reconcile order | Accepts an over- or underpaid amount as correct so it can be transferred to you. Does not adjust the team's ledger | Same menu, only on over/underfunded rows |
| Refresh all | Re-reads every payment from the payment partner | Economy → Payment links, top of the page |
| Payment statuses | CREATED, COMPLETED, UNDERFUNDED, OVERFUNDED, CANCELLED, EXPIRED | Payment links list |
| Order statuses | OPEN (money still with the payment partner), CLOSED, SPLIT, SETTLED (released to you) | Payment links list |
| Deleting or re-dating a tournament | A tournament with money still held by the payment partner cannot be deleted by anyone; the block lifts once the payments are settled. A finished tournament with payments has its dates locked; contact Profixio support if they need to change | Tournament settings and the delete action |
Currencies supported by the payment partner: NOK, SEK and DKK. Online payment is only offered in countries Profixio has set up with the payment partner.
Work down this list in order.
- Open Economy → Payment links and press Refresh all. Confirmations from the payment partner normally arrive within seconds, but a missed message leaves a payment sitting at CREATED until something asks again. This is the single most common fix.
- Look at the status on the row. COMPLETED means the money arrived. CREATED means it did not — the payer may have abandoned the payment page, or the card was declined.
- Check for UNDERFUNDED or OVERFUNDED. The team paid, but not the invoiced amount, so the payment is held back. Use Reconcile order, or ask for the difference. Filter with Show over/underfunded to find them all at once.
- Check the payment reference. By far the most frequent cause of "we have a bank receipt but Profixio says unpaid" is a bank transfer made on another team's reference. The money then sits on that other team's payment. Search the list for the amount and the date to find where it landed.
- Check whether the team has more than one outstanding amount. Registration fee and ordered services are separate; paying one does not clear the other.
- Check whether the team was deleted or is on the waiting list. Payment buttons are not shown for those teams, and a payment made earlier can look orphaned.
- Ask the payer to open the payment summary page again. The link in their Payment Registered e-mail re-checks the payment, and Check payment status on that page asks the payment partner directly.
If the payment is COMPLETED at the payment partner but the team is still not marked as paid after a refresh, that is a fault worth reporting to Profixio support with the order number from the row.
- Country decides whether online payment is possible at all. The payment partner is configured per country, and Profixio only offers the choice where such a setup exists. Supported currencies are NOK, SEK and DKK.
- Norway and Sweden start from different defaults. Connecting a Norwegian tournament turns invoices on for both registration fees and services, so teams can choose between paying online and paying an invoice in their bank. Connecting a tournament in another currency starts with no invoice option, so teams pay online only. Either default can be changed afterwards with Enable Ping Invoice.
- The organisation number has different lengths: 9 digits for Norwegian organisations, 10 for Swedish ones. Entering the wrong length is a common reason the connection form refuses to save.
- Connecting a Norwegian tournament also turns on asking teams for invoice details during registration; for other countries that stays off.
- The onboarding e-mail is only sent for Norwegian tournaments. Organisers elsewhere are contacted by the payment partner without a heads-up from Profixio.
- Which online methods exist is a country matter, not a sport matter: card is available everywhere online payment is, and market-specific methods appear where the country's setup has them.
- PayPal survives mainly on older tournaments, and the setting is additionally kept visible for Swedish beach volleyball tournaments.
- Whether clubs must use online payment at all is federation policy. Some federations require it and remove the choice; Profixio only enforces what the federation has configured, and does not decide the policy.
See also
Not covered here
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