Payments & Commerce

For: Coaches, Team Admins

Payments in Lumieos are tied directly to event registration. When your team is ready to compete, you will create an invoice for the registration fee, choose how to pay, and submit payment through one of the available methods. Once payment is recorded, your team is covered for the events that payment applies to.

Pages in This Section

• Payment Options — Available payment methods, how to initiate payment, buying add-ons, paying for a new team, and the optional donation flow
• Invoices & Receipts — What invoices contain, how to view and manage them, and how to complete online payment
• Refunds & Adjustments — How refunds are handled and what to do if you need a change to a paid invoice

How Payments Work

Invoices and Registration Fees

When you register teams for an event level, you create an invoice that captures the fee for each team. Invoices have a lifecycle:

1. Draft — the invoice is being set up. You can add or adjust the payee information and optional items before finalizing.
2. Active — the invoice has been finalized and is ready for payment. Online payment links become available, or you can submit a check/payment through an external method.
3. Paid — payment has been recorded. Your team’s payment is complete for the covered registrations.
4. Cancelled — the invoice was voided. Cancellation is permanent; a new invoice must be created if needed.

Two further states you may run into:

• PO Received — your region has recorded a purchase order, which unblocks your team while the money is still outstanding. Your region moves it to Paid once payment arrives.
• Shipped — a paid order that included a physical item has been sent, or is ready to collect.

Not every invoice starts from event registration. A brand new team in a region that runs signups through Lumieos pays its formation fee on an invoice reached from its own team page — see Paying for a new team. Add-on purchases also get an invoice of their own, separate from anything else.

Payment Timing Modes

Your region may configure a level in one of two payment timing modes:

• Pay before registering — you create and pay an invoice before your team registers for a specific event. The paid invoice acts as a credit that is used when you register.
• Pay after registering — your team registers for an event first, then you create and pay an invoice to cover that registration.

The Payment Options page shows the mode for each level so you know what to expect.

Payment Methods

The methods available to you are configured by your region. Common options include PayPal (online), a custom regional payment portal, paper check by mail, and EFT/bank transfer. Not all methods are available in every region — the options shown during checkout reflect what your region has enabled.