While your customers can pay invoices online, Spacebring allows you to record all non-automated payments including partial amounts, cash deposits, and bank transfers. This ensures your financial records remain accurate.
Use cases
Manage and track large, recurring agreements (like a 6-month contract) by allowing customers to pay in smaller monthly installments.
Record payments received outside the online gateway, such as cash deposits, checks, or partial bank transfers, against a single invoice.
Accurately track complex scenarios where a customer divides the payment for one invoice between two different methods (e.g., part credit card and part bank transfer).
Record invoice payments
To capture the external or partial invoice payment, follow these steps:
Go to Customers > customer's profile > Billing > Invoices page.
Open the necessary unpaid invoice.
In the "Payments" section, press
Create.
Enter the payment amount: adjust the value for partial payments, or leave the amount as is to record the full payment.
Select the payment method:
Choose "External" if the customer paid with cash or bank transfer.
Choose the customer's card if you need to charge their saved card now.
Optionally, add a memo (e.g., "Installment 1 of 3").
Once done, the invoice is automatically updated. The invoice payment is listed under the "Payments" section and is added to the "Transactions" report.
The customer can complete the remaining payment online via the member web portal or mobile app. Once the invoice is fully paid, all the payments will appear under the "Payments" section and the invoice status will be automatically updated to "Paid."
When the external payment is recorded, your customers do not receive any notification about the payment being processed. However, both the administrator and the user can access a receipt for this payment if needed.
Manage invoice payments
If you recorded the invoice payment by mistake, you can easily refund the amount:
Press the menu (...) button near the payment >
Refund.Set the necessary amount to refund.
If the payment was made using the payment gateway, the refund will be processed back to the original card.
How external invoice payments reflect in Analytics
The invoices recorded as paid externally are included in the "Payments" dashboard on the Analytics page. The transaction date coincides with the date when the invoice was paid.
The "Transactions" report includes invoices with a "Paid" status and "External" payment type, indicating payments made externally. This allows you to differentiate between externally paid invoices and those paid online. Create custom reports
