Invoices are generated automatically by subscriptions or manually by an administrator.
Users can view or download them anytime from the member web portal or mobile app.
Administrators can access all invoices via the admin dashboard and export them in bulk for accounting purposes.
What an invoice looks like
An invoice is a document requiring payment for a service by a specified due date.
Each invoice includes:
Invoice number — automatically generated sequential number for each customer's invoice
Date of issue
Name, legal business name, and address of the customer (if added)
Itemized breakdown:
Description of the purchased item
Quantity of the purchased item
Unit amount — price per unit
Tax percentage for each item (if applicable)
Amount — Quantity x Unit amount
Discount (if applicable)
Subtotal — Sum of all Amounts minus any discounts
Total excluding tax — sum of all Amounts minus discounts and taxes
Tax — percentage and amount of tax for all items
Total — total value after taxes
Applied balance (if applicable)
Amount due — Total minus any Applied balance (if applicable)
Footer — optional details, such as your bank account for manual transfers (if added)
If your location tax option is "Inclusive", you can choose whether to display amounts with or without tax on the invoice breakdown by configuring the "Display tax-exclusive prices" setting. Some EU countries require all amounts to be shown exclusive of tax.
If your tax option is "Exclusive", the invoice breakdown will always show amounts without tax, regardless of this setting.
How users download invoices
Users receive invoices via email as soon as an invoice is issued or paid. Understand invoice-related notifications
They can also view or download invoices anytime in the member web portal or mobile app. For this, users:
Go to the Membership page in the member web portal or mobile app.
Click Billing under the "Personal" or company section > Invoices.
Select the necessary invoice and click on
Download PDF.
How administrators download invoices
To download a specific invoice, administrators:
Go to the Billing > Invoices page > find and open the necessary invoice > click on
Download PDF.
Alternatively:
Go to the Customers page > "Members" or "Nonmembers" tab, depending on whether it's your regular customer > select a user or company.
Go to Billing > Invoices.
Open the necessary invoice and click on
Download PDF.
You can also export all invoices in bulk for accounting purposes using the "Invoices" custom report in Analytics.
FAQs
How can I download invoices for desk bookings/day passes?
How can I download invoices for desk bookings/day passes?
In Spacebring, there is a difference between invoices and receipts:
An invoice is a document that requires payment for a service by a due date.
A receipt confirms a successful payment.
For room bookings, desk bookings, day passes, and other one-time purchases, payments are made instantly in the app, and receipts are issued rather than invoices. However, for subscription renewals, customers receive invoices to prepay for the next subscription period.
Receipts, just like invoices, include all the information needed for accounting.
To view, download, or send the receipt to the customer:
Open the user's booking:
Either from the customer's profile on the Customers page.
Or from the Rooms, Desks, Parking, or Equipment page.
Tap
Download receipt PDFor click on the "Payment" section to send, view, or download the receipt.
If you need to export all receipts for desk bookings or day passes for a specific period for accounting purposes, download the "Transactions" custom report, which includes links to all receipts PDFs.