Selling a block of entries to a club or sponsor
A car club wants to bring twenty members. A dealer wants to cover ten cars. You send one invoice from the show, they pay through your own payment account or by check, and the code for that many entries goes out by itself the moment the money lands.
Updated September 3, 2026
Every show has a version of this call. A club president wants to bring the whole club and pay once. A dealership wants to cover the entries for its customers. A sponsor offers to put twenty cars in the show as part of the deal. What used to follow was a check in the mail, a spreadsheet of names, and someone at the gate holding a list. Group entries replaces all of that with an invoice and a code.
How it works
You create an invoice for the buyer: who they are, how many entries, what the block costs, and what each entry gets. The invoice is emailed from your club’s name with a Pay button. When it is paid, a discount code that works exactly that many times is created and sent to the buyer, along with a registration link that fills the code in. Members register the normal way, one car each, and the code takes care of the fee. You watch the block fill up from the same page you sent it from.
Sending the invoice
Settings, then Registration and money, then Group entries. The New invoice form asks for:
- The buyer. A name and an email address, and the club or business if there is one. The code is named after the club unless you name it yourself.
- Entries and the total. Forty entries for $1,500 shows you the price per entry, $37.50, against your regular fee, so both of you can see the deal.
- What each entry gets. Free entry, a set amount off, or a percentage off. More on this below.
- A code, if you want to pick it. Letters, digits and dashes. It has to be one your show is not already using.
- How to pay. Online through your connected payment account, and, or instead, instructions for a check.
Send invoice emails it now. Save draft keeps it on the page until you are ready. Invoices are numbered for your organization, INV-0001 and up, so the treasurer can file them.
Free entries or discounted entries
Most clubs buy free entries: the block covers the whole fee and the member pays nothing at registration. Some deals are better as a discount. A dealer paying $1,000 for twenty-five cars at a $50 show might want each car to get $20 off and the owner to pay the rest. Pick that on the invoice and the code takes the right amount off each entry. Either way the code stops working after the number of entries on the invoice.
What the buyer sees
An email with the invoice number, what it is for, the amount, and a button. The button opens a page on your show’s site with the same details and Pay. They finish on your payment provider’s own checkout, the same page your entrants pay on. If the invoice offers a check instead, the page shows your instructions for where to send it.
When the money lands
The moment the payment settles, three things happen on their own:
- The code is created, with a limit equal to the entries on the invoice, and it expires when your registration closes.
- The buyer gets a receipt with the code, a registration link that fills the code in, and a QR code of that link for the club newsletter.
- You get an email saying who paid, how much, and which code went out.
The buyer’s invoice page turns into their status page: the code, big, and how many entries are used and how many remain. They can check it any time. On your side the code appears on the Discount codes list marked as a group code, with a link back to the invoice.
Paying by check
Clubs pay by club check. Tick off online payment when you create the invoice and write where the check should go; the invoice carries those instructions instead of a Pay button. When the check arrives, open the invoice on your Group entries page and record the payment with the check number. The code goes out the same way it would after a card payment. If no payment account is connected to your show, this is the only kind of invoice you can send, and the form says so.
The entries that go unused
Whatever is left on the code when registration closes is a contribution to the show, and we think that is the honest deal: the club bought a block at a discount, the show planned its field and its trophies around it, and a refund for the three members who overslept would put the organizer back in the business of chasing money after the show, which is the exact business this feature exists to end. There is no refund path. The invoice, the receipt and the buyer’s page all say so before anyone pays, and an unpaid invoice can be voided from the page while a paid one stands.
What it does not do
- It does not collect the members’ names up front. The club shares the code, and each member registers their own car with their own details.
- It doesn’t do accounting: no tax lines, no payment terms, no partial payments. The amount on the invoice is what gets paid.
- It does not hold the money. Card payments go to your own connected account, and Car Show HQ is never in the middle of them.
- It doesn’t stop a code from travelling past the club. The block is theirs to hand out, and the limit is what holds.
Next, put “Bring your club” on your show page with your contact email, and send the first invoice the day someone asks.
Keep reading
- Check-in and cards
- Emailing registrants
- Gate Mode
- Gear & services
- Importing entrants
- Judged scoring
- The location check
- Payments and payouts
- Recurring shows
- Results and awards
- Roles and staff access
- Security and reliability
- Setting up registration
- Spectator donations
- Spectator voting
- Sponsor invoices
- Sponsors and tiers
- Testing your show
- Your own pages
Group entries, answered
Does the buyer need an account?
No. The invoice email has a link to a page with the amount and a Pay button. They finish on your payment provider's checkout, or mail a check if that is how the invoice was set up. Nothing to sign up for.
What if the club uses fewer entries than it bought?
The leftover entries are a contribution to the show. Group entry purchases are not refundable, and the invoice, the receipt and the buyer's page all say so before anyone pays. If a club is unsure of its numbers, invoice a smaller block first and a second one later.
Can the entries be discounted instead of free?
Yes. When you create the invoice, pick what each entry gets: free entry, a fixed amount off, or a percentage off. For a discounted block, each member pays the rest of the fee when they register.
Can I pick the code?
Yes. There is a Code box on the invoice form. Leave it blank and the code is named after the club, like MUSTANGCLUB40. Either way it is created only when the invoice is paid.
Where does the money go?
Card payments land in the Square, Stripe or PayPal account your organization connected for entry fees. Car Show HQ never holds it. A check goes wherever your instructions on the invoice say.
