A subscription defines a dynamic, ongoing relationship between you and your customers.
Subscriptions help you:
Track active plans
Automate invoicing
Permit additional usage (e.g., bookings, one-time purchases) to be added to the upcoming invoice
Manage resource assignments and access
Handle currency conversions
Create a subscription
Go to Spacebring > Customers > select a user or a company.
Open their profile > locate the "Subscription" section > press
Create.
Configure the subscription:
1. Cycle - how often the subscription renews, the customer is billed, and credits or day passes are issued.
The selected cycle determines which plans can be added as subscription items. For example, if you choose "Month," you won’t see weekly or annual plans in the dropdown.
2. Start date — the date when the subscription becomes active. All future renewals follow this date unless “First day of the month” is selected as the billing cycle anchor.
If the subscription start date is set to a past date, the system will generate an invoice only for the most recent cycle, based on the billing cycle anchor.
3. End renewal:
Never — the subscription renews forever and never expires.
On date — manually choose the subscription end date or use the shortcut with the number of subscription renewal cycles to have it preselected automatically.
4. Items — add one or multiple subscription items:
Plan — select a preliminary created plan from the drop-down or select
Customto type plan details from scratch.Quantity — set a number of such items that this subscription includes. For example, select "3" if the customer takes 3 "Dedicated Desk" plans.
Price — the membership fee for one plan for one subscription cycle.
Coupon — apply a certain type of discount to the subscription item if the member qualifies for it.
Custom tax rate — enable setting a custom tax rate for the subscription item if the fixed location tax doesn't apply to it.
Expiring credits — the number of expiring credits for one plan for the subscription cycle.
Expiring day passes — the number of expiring day passes for one plan for the subscription cycle.
Minimum commitment — enable to define the minimum commitment period in cycles to configure the shortest term for your customers.
Discounts — tap on the
>sign and set the discount percentage for the necessary app content.Access — tap on the
>sign to grant access to an access group for as long as a subscription is active.Printing — tap on the
>sign to grant access to an ezeep Blue group for as long as a subscription is active.
5. Assignments — assign an entire room, desk, office, parking lot, equipment, or a specific number of seats or spaces to the customer.
6. Pay with invoice — manage which services your users can buy with the invoice.
7. Issue first invoice — determines how the first subscription invoice will be issued.
Automatically — the first invoice will be issued automatically:
Immediately with the subscription creation, if the start date is today or in the past.
On the subscription start date, if it is set for a future date.
Manually — the first invoice will be generated as a draft for administrators to review, edit, and issue it manually.
After configuring the subscription, click Create.
Only one active subscription is allowed per company, and only one active personal subscription per member. A member can, however, have both a personal subscription and access to their company’s active subscription at the same time.
How "Issue first invoice" works
If the subscription start date is in the future, “Automatically” is selected by default for the "Issue first invoice" setting. In this case, the first invoice stays in draft until the subscription begins, allowing administrators to edit it, add invoice items, or issue it early via Customers > user/company profile > Billing > Invoices.
The "Issue first invoice" setting applies only to the invoice for the first subscription cycle; all following invoices are managed by the Auto-invoice setting for that user or company.
If "Issue first invoice" is set to "Automatically" and a default payment method is present, the first invoice will be charged automatically to that method.
The "Issue first invoice" option is hidden if Auto-invoice is disabled in the customer profile before creating the subscription.
How subscriptions work
Members can view their subscription details on the Membership > Billing page in the "Subscription" section.
Individual members check it in the "Personal" section on the Membership page.
Company managers check it in the section with their company name on the Membership page.
The first invoice arrives according to the "Issue first invoice" configuration. All future invoices are received automatically, unless the Auto-invoice is disabled for the customer.
Your users are self-sufficient and can view and pay for their invoices on the Locations > Membership > Billing > Invoices page or be auto-charged with the Auto-pay feature.
Administrators can always track paid and unpaid invoices in Spacebring on the Billing > Invoices page.
Subscriptions influence the assignments and the Occupancy page.
Our recommendations
Add multiple plans as subscription items if a user takes a few different plans. The app will automatically calculate the total price and credits for the selected plans.
Add multiple office plans as subscription items if a user subscribes to several offices. This ensures the invoice provides a clear breakdown of costs for each office, improving transparency.
Apply coupons to subscription items if you want to offer permanent, temporary, or first-cycle discounts. The discount will be applied to the member’s invoices according to the coupon’s "Duration type" settings.
FAQs
How do I collect a deposit or a one-off setup fee with a subscription?
How do I collect a deposit or a one-off setup fee with a subscription?
Create the subscription and set "Issue first invoice" to "Manually".
Go to the customer’s profile > Billing > Invoices > open the generated draft invoice.
Add a custom invoice item for the deposit or setup fee > issue the invoice.
If you prefer to charge the deposit separately, you can create and issue a one-off invoice from the customer’s profile.
How do I collect payment for several months upfront with a subscription?
How do I collect payment for several months upfront with a subscription?
To charge a customer for multiple months in advance:
Create the subscription and set "Issue first invoice" to "Manually".
In the customer’s profile, go to Billing > Invoices, and open the generated draft invoice.
Add invoice items for the months you want to charge upfront > issue the invoice.
To prevent the customer from being charged again during the prepaid period:
Create a 100% discount coupon for "Subscription items" covering the number of extra months paid upfront.
For example, if the customer pays for 3 months upfront, create a coupon for 2 months.
Open the customer's subscription and apply the coupon.
The customer will receive zero-priced invoices during the prepaid period, and then regular monthly billing will start automatically.