Scheduled invoice items are future bookings that will be invoiced later. These items aren’t part of the current invoice—they will appear on a future one when the relevant subscription period begins.
This applies only to users and companies with active subscriptions who made bookings with the "Pay with invoice" feature during the current subscription cycle.
Scheduled invoice items are automatically added to the invoice of the subscription cycle in which the booking takes place.
How scheduled invoice items work
In the new invoicing system, future bookings are no longer billed right away. Instead, they’re held in a "Scheduled invoice items" section and only added to the invoice for the month after the booking takes place.
Previous system
Previously, any booking made with a personal or company invoice—regardless of the booking start date—was added to the upcoming invoice. The invoice is automatically issued on the subscription renewal date and the user is charged for all the invoice items. That meant users could be charged in advance for bookings happening well into the future.
Example: If the current subscription cycle is April 2 – May 1, and a user makes a booking for June 13, it would have been invoiced in the May 2 – June 1 invoice, even though the booking occurs later.
Current system
With the updated invoicing system, future bookings are first placed in a "Scheduled invoice items" section. After the booking takes place, the charge is moved to the next invoice—that is, the one issued after the month in which the booking occurred.
How it works:
If a booking’s start date falls outside the current subscription cycle, it becomes a scheduled invoice item.
Once the booking month ends and the subscription renews, the item is moved from the "Scheduled invoice items" section to the upcoming invoice. At that point, the user is charged for all items listed on that 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 > move to the invoice for July 2 – August 1 period automatically > be charged only when the invoice is issued.
If the booking’s start date is within the current subscription cycle, it will still be added directly to the upcoming invoice.
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 user or company. 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 the desired company or user > Billing.
Open the necessary booking in the "Scheduled invoice items" section.
Press
Deleteand confirm your choice. The booking will be automatically deleted and the user won't be charged.
Alternatively, members can cancel their room/desk/parking/equipment booking directly. Once canceled, the associated scheduled invoice item will automatically be removed, and no charge will be applied.
Migrate to the new system
Starting June 1st, 2025, the new system will take effect for all our customers. If you're an existing Spacebring customer and would like to have scheduled invoice items enabled for your locations ahead of that date, contact our support team and we’ll activate it for you.