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The Invoice payment method puts a booking, order, or service on an invoice instead of collecting payment at checkout. The charge lands on the customer’s subscription invoice, or you bill it as a separate invoice. It covers two everyday cases:
  • A member settles a period of small charges at once. An individual member or a company on a recurring membership plan or rental makes bookings and purchases through the month. Every charge goes onto the invoice they already pay once a period, instead of each one being paid — and charged a payment processing fee — separately. For companies, this consolidates the whole team’s expenses into a single company invoice.
  • You bill a customer for a single booking. You book a resource for a customer, often a new one, and send them an invoice to pay for it.

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Let customers pay with invoice

Turn on Pay with invoice for a customer so they can choose Invoice at checkout themselves and add the charge to their invoice instead of paying right away.
  1. Go to Customers > Members or Nonmembers tab.
  2. Open a user or company profile > in the right-hand panel, find Payment methods.
  3. Click (…) > Edit next to Company invoice or Personal invoice.
    • For an individual customer, select the services for which they can pay by personal invoice. For a company, choose who can pay by company invoice for each service:
      • None — paying with an invoice is unavailable for this service.
      • Company managers — only managers of the company can pay by company invoice, while members cannot.
      • Company members — both company managers and members can pay by company invoice for the selected service.
Billing Payments Pay With Invoice Enable Pay With Invoice
For companies, choose Company managers or Company members to enable payments by invoice. Company managers can edit these permissions from their side later.

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Choose where charges are billed

This section covers the customer’s purchases paid with Invoice — their bookings, event tickets, shop orders, and packages. A subscription’s own fees are billed by that subscription on its own cycle, whatever you set here. For nonmembers and members without a subscription, every charge paid with Invoice is saved as a pending invoice item that you invoice when you need to. For members with subscriptions, the Add to subscription invoices setting decides how payments by invoice are billed. It’s on by default for a customer’s first subscription, whether you create it or the customer purchases a plan when signing up, so you don’t need to turn it on for each member. To change the setting:
  1. Open the customer’s profile.
  2. Open their subscription.
  3. Manage the Add to subscription invoices toggle in the right-hand panel.
If a customer has multiple subscriptions, it works as follows:
  • Only one of their subscriptions can have Add to subscription invoices enabled. Their pending invoice items are added to that subscription’s invoices and billed with them.
  • If the toggle is greyed out in a subscription, another of their subscriptions has it on. To add the pending invoice items to this subscription instead, turn the toggle off in the other one, then turn it on here.
  • To bill their payments with invoice separately from subscription invoices, keep the toggle off in all their subscriptions.

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Add to subscription invoices

When Add to subscription invoices is enabled, the customer’s pending invoice items are consolidated into that subscription’s invoices.
  • Bookings for dates within the current subscription period, as well as other purchases (event tickets, shop products, packages), are added directly to the upcoming invoice.
  • Bookings for future dates are added to future subscription invoices issued after the booking takes place.
The consolidated invoice includes that subscription’s own products and the purchases paid with Invoice. This option is ideal for customers who want one combined invoice per billing cycle.
Only purchases paid with Invoice are consolidated this way — no subscription’s fees ever move onto another subscription’s invoice, whatever this toggle is set to. To bill a new plan or resource together with an invoice the customer already receives, add it as an item to their existing subscription instead of creating a second subscription.

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Bill separately

When Add to subscription invoices is disabled, payments by invoice are saved as pending invoice items that you bill in a separate invoice at the time you choose. Use this when subscription charges and one-off purchases have to stay on separate invoices.

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How customers pay with invoice

To make a booking or purchase with Invoice, customers:
  1. Select the service they want to purchase.
  2. Choose Personal invoice or Company invoice as the payment method.
Pay with invoice is disabled for all customers by default. Only customers with this option enabled can use it. Make sure to enable it for eligible customers.

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Book for customers with the Invoice payment method

As an administrator, you can create a booking on behalf of any customer and select the Invoice payment method to bill them.
  1. Go to Resources > Rooms, Desks, Parking, or Equipment.
  2. Select the necessary resource.
  3. Fill out the booking details.
  4. Find the customer in the Booker dropdown.
    • If booking for a brand-new customer with no prior bookings or purchases, select New nonmember in the Booker dropdown and enter their details. A nonmember profile will be created automatically.
  5. In the Payment section, select Personal invoice or Company invoice > press Book.
  6. For a member with a subscription and Add to subscription invoices enabled, that’s it. The booking is added to the appropriate invoice automatically.
  7. For every other customer — a member with Add to subscription invoices disabled, a member without a subscription, or a nonmember — the booking becomes a pending invoice item that you invoice next.

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Issue an invoice for pending items

Pending invoice items are charges paid with Invoice — bookings, event tickets, shop orders, or package purchases — that haven’t been billed yet. They wait in the customer’s profile until you invoice them, or until they join a subscription invoice when the customer’s subscription has Add to subscription invoices enabled.
  1. Go to the customer’s profile.
  2. If needed, add the customer’s billing details on the right-hand panel to appear on the invoice and receipt.
  3. Locate the Pending invoice items section.
    • For a one-time booking, create and issue the invoice immediately.
    • For regular customers, you can issue a consolidated invoice with all pending items immediately, or when needed (e.g., monthly). They accumulate here until you issue an invoice.
    • Once items are accumulated, they cannot be split into separate invoices. You can issue only one invoice containing all pending items.
  4. Click Create invoice under the Pending invoice items section to generate a draft invoice.
Billing Payments Pay With Invoice Manage Pending Invoice Items
  1. If necessary, edit it before issuing, for example to set a due date that falls after the booking.
  2. Press Issue to send the invoice to the customer, who can then pay it online themselves, or Issue and charge to charge them immediately if they have a payment method on file. Once the invoice is paid online, the customer gets the receipt by email automatically.

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FAQs

It depends on whether the company has a profile in Spacebring: