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Every payment, credit deduction, and day pass deduction is recorded as a transaction on the Billing > Transactions page. Use it to check whether a payment went through, to charge a customer a custom amount, and to export payments for accounting.

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Track transactions

Go to Billing > Transactions.
The Transactions page with the Money, Credits, and Day passes tabs and the transaction filters on Spacebring's coworking space management platform
  • Use the Money, Credits, and Day passes tabs to switch between transaction types.
  • Filter transactions by Status.
  • Filter transactions by Type to see payments for specific product types or transactions of a specific kind:
    • Money: Subscription, Invoice, Package, Booking, Ticket, Order, Custom.
    • Credits: Administrator · Added, Administrator · Deducted, Booking, Ticket, Order, Purchased, Refund, Subscription · Added, Subscription · Expired.
    • Day passes: Administrator · Added, Administrator · Deducted, Booking, Purchased, Refund, Subscription · Added, Subscription · Expired.
  • Filter transactions by Customer to see all transactions of a specific customer.
  • Filter transactions by Create date to see transactions made in a ready-made period, such as Today or Last 28 days, or click Custom to set an exact date or range.
Customers see their own transactions and download receipts under Membership > Billing > Transactions in the member portal.

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Transaction statuses

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Create a one-off payment

Charge a customer a custom amount right away, or record a payment they made outside Spacebring, such as cash received in person. For example, re-charge a customer after a disputed payment, or charge a small fee for a service their plan doesn’t cover. To bill the customer and let them pay later instead, issue a one-off invoice.
  1. On the Billing > Transactions page, click Create payment in the top right corner.
The Create payment button on the Transactions page on Spacebring's coworking space management platform
  1. Select the customer.
  2. Enter the payment details:
    • Description — the product or service you are charging for.
    • Quantity — how many units of the service or product.
    • Unit price — the price per unit.
    • Currency — leave the default location currency or select an alternative currency.
    • Tax rate — leave the default location tax percentage or enter a custom tax rate.
    • Payment method — how you collect the money:
  3. Enter the customer’s billing details, if they haven’t yet. Billing details fields appear depending on the Require billing details setting.
  4. Confirm the payment.
The payment appears as a transaction on the Transactions page and in the customer’s profile, with the Custom type. An invoice for it appears on the Invoices page. A card charge shows on the transaction whether it succeeded or failed.
A one-off External payment named Deposit on the Transactions page, filtered by its customer, on Spacebring's coworking space management platform
A one-off payment always creates a new invoice for itself. To record an external payment on an invoice you have already issued, open that invoice and create the payment in its Payments section instead.
Creating a one-off payment does not send the customer an email or push notification, unlike issuing an invoice, which does. This makes it a good way to record a payment the customer already made outside Spacebring, such as cash received in person, without notifying them that an invoice is ready.

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Add an internal note to a payment

Record how a payment was collected, such as in cash, by bank transfer, or on a card terminal, or anything else your team needs to know about it.
  1. On the Billing > Transactions page, open the Money tab and click the transaction.
  2. Enter the text in Internal note.
  3. Click outside the field to save the note.
Only administrators see the note, and only administrators with the Billing permission can change it. Customers don’t see it in the member portal or on the receipt. To remove the note, clear the field.

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Export a transactions report

On the Transactions page, apply the necessary filters, then click (…) in the top right corner > Export money transactions, Export credit transactions, or Export day pass transactions, depending on the active tab, and choose CSV or XLSX to download a report on the filtered transactions.
Export money transactions options in the Transactions page menu on Spacebring's coworking space management platform
The report includes each transaction’s ID, status, amount, and date, and the names of the customer, their company, and whoever created the transaction. The money export also has the payment category and method, the currency, any refunded amount, the internal note, and a link to the receipt PDF. The credits and day passes exports add the transaction’s type and description — credits show any coupon, promo code, and discount applied, and day passes split the amount into expiring and permanent.

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FAQs

  1. On the Billing > Transactions page, open the Money tab, set the necessary period, and filter by the Paid status.
  2. Export a transactions report and open it in Google Sheets or Excel.
  3. Sum the Amount column with the =SUM() formula to get the total income.
  4. Count the distinct customers in the Customer name and Customer surname columns.
  5. Divide the total income by the number of customers.
  1. Go to Billing > Transactions, and filter by the necessary dates and status.
  2. Click (…) in the top right corner > Export money transactions > CSV or XLSX.
  3. Find the necessary transaction and check the Payment type column to see the payment gateway.