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The External payment method records money a customer pays outside Spacebring, such as cash at the front desk or a bank transfer. Spacebring still generates the invoice and receipt, so your billing records and analytics stay complete. Only administrators can use it.
Customers can book and pay on their own in the member web portal and mobile app, without an administrator. Promote self-served bookings to record fewer payments by hand.

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Record an external payment

  • When you create a booking, event ticket, or shop order for a customer, choose External under Payment and set its status. It appears when the item has a money price.
    • Paid — the customer already paid. The purchase is confirmed, and Spacebring generates a paid invoice and a receipt.
    • Pending — the customer pays later. The booking, ticket, or order is held until you settle the payment.
The Payment section of a new booking with External selected and its Pending and Paid status menu open on Spacebring's coworking space management platform
  • When you charge an invoice or create a one-off payment, choose External to record money you already received. It’s recorded as paid.
    • Paid with — how the customer paid: Bank transfer, Card, Cash, Check, or Payment link. It shows with External as the payment method on the invoice, the receipt, the transaction, and in the transactions report, for example “External · Cash”.
    • Payment date — Today, or Custom to set the date the customer paid. The receipt and the exported transactions show this date.
The New payment dialog of an invoice with External selected and the Paid with menu open on Spacebring's coworking space management platform

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Manage pending external payments

A pending external payment doesn’t expire. It stays Pending until you change it, and holds the purchase in the meantime:
  • A booking stays Tentative. You can differentiate pending bookings on the Rooms calendar and the Bookings list to track outstanding payments.
  • A shop order stays Pending.
  • An event ticket can’t be canceled from its menu.
A tentative booking with a pending payment in the Bookings list on Spacebring's coworking space management platform
When the money arrives, or the customer won’t pay:
  1. Open the booking, ticket, or order, and click its transaction in the Payment section.
  2. Change Status:
    • Paid — the purchase is confirmed, and Spacebring generates a paid invoice and a receipt.
    • Canceled — the transaction and the booking, ticket, or order are canceled. A canceled booking is removed from the calendar.
Only administrators with the Billing permission can change the status.
The Status menu of a pending external transaction with the Pending, Paid, and Canceled options on Spacebring's coworking space management platform

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Find external payments

  • External payments are included in the Invoices and Payments dashboards in Analytics. External bookings also count in the Rooms, Desks, Equipment, and Parking dashboards.
  • The invoices, transactions, and bookings reports show their payment type as External and their payment status as Paid or Pending.
  • Each paid external payment gets a receipt. It isn’t emailed to the customer automatically.
  • To record how the customer paid for a booking, ticket, or order, such as in cash or by bank transfer, add an internal note to the transaction. The transactions report shows it in the Internal note column.
A bookings report with the Payment type and Payment status columns showing external payments as Paid and Pending on Spacebring's coworking space management platform