Edit invoices

Documentation Index

Fetch the complete documentation index at: https://www.spacebring.com/docs/llms.txt

Use this file to discover all available pages before exploring further.

You may need to edit an invoice to adjust invoice items, amount, billing details, or apply a discount. The available editing options depend on the invoice status:

• Draft and upcoming invoices can be edited directly.
• Finalized invoices (unpaid or paid) must be corrected using credit notes.

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Edit a draft invoice

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Edit invoice items or due date

1. Go to the Billing > Invoices page.
2. Locate the required draft invoice.
3. To remove an item, click (…) > Delete next to it.
4. Manually created custom items can also be edited directly. Click (…) > Edit next to it.
5. To add an item, click Create item.
   • Select a one-off product or service from the “Product” list.
   • Or add a “Custom” item.
6. Manage the “Payment due” date in the right-side panel.

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Edit billing details

To update your space’s billing details:

1. Tap the (…) next to the location name > Location settings.
2. Go to General > “Billing details” tab to update your billing details.
3. Go to Billing > “Invoices” tab to update “Footer”.
4. Issue the invoice. It will reflect the updated details.

To update a customer’s billing details:

1. Go to Customers > customer profile.
2. In the right-side panel, locate the “Billing details” section > click Edit.
3. Add or update the customer’s billing details.
4. Issue the invoice. It will reflect the updated details.

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Apply a discount

The administrator or customer should apply a discount when creating a subscription, booking, or another purchase, rather than adding a discount inside the invoice later. This ensures the discount is automatically reflected on the invoice. If needed:

1. Delete the draft invoice.
2. Recreate the booking/subscription, and apply a coupon during creation.

If the draft invoice is already created and you can’t recreate it:

1. In the customer’s profile, add the discount amount to “Money balance”.
2. It will appear as “Applied balance” on the invoice and reduce the amount due.

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Edit a finalized invoice

Once an invoice is issued or paid, it becomes a finalized financial record and cannot be edited directly. To make changes, you can:

• Issue a credit note
• Void the invoice
• Duplicate (if applicable), update, and reissue it.

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Edit invoice items, amount, or apply a discount

1. Open the issued or paid invoice.
2. In the “Credit notes” section, create a credit note.
3. Adjust the amount or quantity for specific or all items and specify the reason.
   • For paid invoices, this creates a proper correction record.
   • For unpaid invoices, this changes the amount due.

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Edit billing details

For an unpaid invoice:

1. Void this invoice.
2. Update customer or location billing details.
3. Duplicate or recreate the invoice and issue it.
4. The new invoice will include updated billing details.

For a paid invoice:

1. Open the invoice.
2. In the “Credit notes” section, create a credit note for the full amount.
3. Choose “Customer balance” as a credit option.
4. Update customer or location billing details.
5. Duplicate or recreate the invoice.
6. The system will apply the balance and set the new invoice total to 0 and mark it as paid immediately once issued.
7. The updated billing details will appear on the new invoice.

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Other changes

You may encounter situations such as:

• You marked an invoice as paid by mistake
• You marked the invoice as fully paid while it’s partially paid
• You marked an invoice as refunded by mistake
• You need to void a paid invoice
• Customer paid with the wrong card and wants to pay with a different one

It’s important remember that once an invoice is marked as “Paid”, it cannot be reverted to “Unpaid” status. Here is what you can do instead:

1. Issue a credit note for this invoice.
2. Select the appropriate credit option.
3. If needed, duplicate or recreate the invoice and issue it.
4. Record the payment or let the customer pay correctly.

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Duplicate invoice

You can duplicate manually created one-off invoices for faster corrections. Automatically generated subscription invoices, however, cannot be duplicated, and you need to recreate them manually. To duplicate a one-off invoice:

1. Open the necessary invoice.
2. Click (…) top right > Duplicate.
3. The system creates a copy in “Draft” status. Press View invoice to open it.
4. Apply the necessary change and issue the invoice.

FAQ

Why can't I duplicate the invoice?

Only manually created one-off invoices are eligible for duplication. Automatically generated invoices for subscription or bookings cannot be duplicated. If you are trying to duplicate such an invoice, the Duplicate option will not appear in the menu.

How do I add bookings/products to a customer's invoice?

When managing a customer’s invoice, the method to add charges depends on the specific category of the product or service. Follow these guidelines to ensure the invoice is accurate:

• Bookings — to add a booking to an invoice, make a booking on the Resources page, select the customer as a booker, and choose the “Invoice” payment method.
• One-off products or services from Shop — open an existing draft or upcoming invoice > press Create item > in the “Product” section, select the necessary product.
• Event tickets — it is not possible for an administrator to add event tickets to the customer’s invoice at this time. Customers can only purchase them themselves.
• Other charges — add any custom fees to the customer’s invoice by pressing Create item and selecting “Custom” in the “Product” field.