Starting summer 2025, all future one-off bookings made by members with the "Invoice" payment method are billed based on their start date, not upfront—making invoicing smoother for both admins and members.
Bookings added to the "Scheduled invoice items" are not yet a part of the upcoming invoice and are scheduled to be billed with future invoices, after the bookings take place.
How scheduled invoice items work
Under the new invoicing system, bookings for future dates are no longer billed immediately. Instead, they are temporarily stored in a "Scheduled invoice items" section and will only be invoiced after the booking takes place.
Legacy system
Future resource bookings are automatically included in the member's next subscription invoice.
Bookings, even those scheduled months in advance, are charged at the next subscription renewal, requiring members to pay for future bookings early.
The current system results in frequent administrative adjustments when bookings are canceled or edited.
Example: If the current subscription cycle is April 2 – May 1, and a user makes a booking for June 13, the charge would have appeared on the next upcoming invoice (issued on May 2), even though the booking occurs later.
New system
The booking costs are included in the invoice, which will be issued only after the booking start date.
Members can edit or cancel future bookings according to your rescheduling policy, and any updated charges will appear on their next subscription invoice.
It makes billing more accurate and flexible for you and your customers.
Bookings paid via payment gateway, credits, or day passes will continue to be charged immediately at the time of booking.
If a booking is made for a date after the current subscription period, it goes into the "Scheduled invoice items" section first.
When the subscription advances to the period in which the booking takes place, the booking is moved from the "Scheduled invoice items" section to the "Upcoming invoice".
Once that period in which booking takes place ends and the subscription renews, the invoice is generated and charged.
If the booking’s start date is within the current subscription cycle, it will still be added directly to the upcoming invoice.
Example: If the current cycle is April 2 – May 1, and a booking is made for June 13:
It will appear under "Scheduled invoice items" first.
On June 2, the period begins in which this booking takes place, so it will automatically move to the "Upcoming invoice" section.
On July 2, the invoice will be issued and charged. The invoice will include:
The charge for the July 2 – August 1 membership period.
Charges for all bookings that took place in the June 2 - July 1 period.
View scheduled invoice items
Administrators can view the scheduled invoice items by following these steps:
Go to Spacebring > Customers > pick the desired company or user > Billing.
Open invoice items in the "Scheduled invoice items" section.
Members and company managers can view the scheduled invoice items by following these steps:
Go to Locations > Membership > choose Billing in the personal or company section.
Open invoice items in the "Scheduled invoice items" section.
Delete scheduled invoice items
It may happen that the future bookings is no longer relevant for the customer or you don't want to charge the customer for it. Accordingly, the corresponding scheduled invoice item should be removed to avoid unintended charges.
To delete the scheduled invoice item, administrator should follow these steps:
Go to Spacebring > Customers > pick company or user > Billing.
Open the necessary booking in the "Scheduled invoice items" section.
Press the menu (...) > select
Deleteand confirm your choice.
Deleting a scheduled invoice item won't cancel the booking itself. It will only remove the charge for this booking.
Alternatively, members can cancel their room/desk/parking/equipment booking directly. If canceled according to the rescheduling policy, the associated scheduled invoice item will automatically be removed, and no charge will be applied.
Prepare for the update
Starting summer 2025, the new system will take effect for all our customers. If you would like to have scheduled invoice items enabled for your locations ahead of that date, contact our support team.
For smoother transition, consider the following suggestions:
1. Explain to members how future bookings are billed
With the new system, future bookings paid with "Personal/Company invoice" aren’t charged upfront—they appear as scheduled invoice items and are billed after the booking occurs.
Members can edit or cancel bookings closer to the date, and the corresponding charge will automatically update or be removed.
2. Guide your team and members where to find future charges
Administrators: Go to Spacebring > Customers > open company/user > Billing > locate “Scheduled invoice items”.
Members: Go to Locations > Membership > Billing > locate “Scheduled invoice items”.
3. Understand what bookings are affected
If a booking is added to a draft or issued invoice before the “Scheduled invoice items” solution is enabled for your location, it will remain unchanged in that invoice.
Bookings created for future dates after this update will automatically appear in the upcoming invoice (if they fall within the current billing cycle) or under “Scheduled invoice items” (if they’re for a later date).