Members and administrators can use "Personal invoice" and "Company invoice" payment methods. This allows to include payments for bookings and other purchases in an invoice instead of immediate payment.
How members use the "Invoice" payment method
Members can use the "Invoice" payment method only if they have a personal or company subscription with the "Pay with invoice" setting enabled by an administrator.
Based on this setting, members can pay with "Invoice" for:
Room bookings
Desk bookings
Parking bookings
Equipment bookings
Event tickets
Shop products
Credit packages
To make a booking or purchase with "Invoice", members:
Select the service they want to purchase.
Choose "Personal invoice" or "Company invoice" as the payment method and complete the payment.
Such payment is included in their upcoming invoice and members can preview it in real time.
If the booking’s start date is within the current subscription period, the charge will be added directly to the upcoming invoice.
If the booking's start date is after the current subscription period, the charge will go into the "Scheduled invoice items" section first. Once the subscription advances to the period in which the booking takes place, the charge is then moved to the upcoming invoice.
When the subscription renews or an administrator issues an invoice, members receive a single invoice listing all purchases as separate invoice items:
How administrators use the "Invoice" payment method
Administrators can use the "Invoice" payment method when making a booking for any customer in Spacebring.
Administrators can make bookings on behalf of users with the "Invoice" payment method for:
Room bookings
Desk bookings
Parking bookings
Equipment bookings
Book for members with subscription
To make a booking with an "Invoice" payment method for a member, administrators follow these steps:
Go to Spacebring > Resources > Rooms, Desks, Parking, or Equipment > select the necessary resource.
Fill out the booking details and find the member in the "Booker" dropdown.
In the "Payment" section, select the "Personal invoice" or "Company invoice" payment method > press
Book.
The payment is added to the user's or company's upcoming invoice.
If the booking’s start date is within the current subscription period, the charge will be added directly to the upcoming invoice.
If the booking's start date is after the current subscription period, the charge will go into the "Scheduled invoice items" section first. Once the subscription advances to the period in which the booking takes place, the charge is then moved to the upcoming invoice.
When the subscription renews or an administrator issues an invoice, members receive a single invoice listing all purchases as separate invoice items.
Book for nonmembers and members without subscription
To make a booking with an "Invoice" payment method for a nonmember or member without a subscription, administrators follow these steps:
Go to Spacebring > Resources > Rooms, Desks, Parking, or Equipment > select the necessary resource.
Fill out the booking details and find the member or nonmember in the "Booker" dropdown.
If booking for a totally new customer who hasn't made any bookings or purchases yet, find theNew nonmemberoption in the "Booker" dropdown and enter their details. This will create a nonmember profile for the user automatically.
In the "Payment" section, select the "Personal invoice" or "Company invoice" payment method > press
Book.
Once completed, the payment is added as a pending invoice item to the user's or company's profile. To manage and issue the invoice, press
Open billingbutton.
Press
Create invoiceto make it available for issuance or charging.
Once created, the invoice has a "Draft" status. If necessary, edit it before issuing.
Press
Issueto send the invoice to the customer for payment orIssue and chargeto charge the customer immediately if they have a default payment method on file.
Once an administrator makes a booking for the user, they receive a notification about a booking created for them and can view this booking on their Account page.
FAQs
Can a user book multiple dates with one payment?
Can a user book multiple dates with one payment?
While users can't directly select several dates and book them with one payment, it is possible to include multiple bookings on a consolidated invoice:
For members with subscription
Enable "Pay with invoice" for the relevant service in their subscription settings.
Members can then make multiple bookings using the "Invoice" payment method, and these will be added to their regular subscription invoice rather than requiring immediate, separate payments for each.
For members without subscription or nonmembers
Nonmembers and members without a subscription can't use the "Invoice" payment method by themselves. Instead, you, as an administrator, can make multiple bookings for them and choose the "Invoice" payment method.
All these bookings will be created as pending invoice items, allowing you to issue a single consolidated invoice for the customer from the Billing page in their profile.