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In some countries, customer billing details are legally required on invoices and receipts. Spacebring allows customers to add their billing details during their first purchase—or later—and administrators can also add them on the customer’s behalf. You can configure which billing details fields customers see at checkout, and which of them they must fill in, depending on your local compliance needs.

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Configure billing details collection

  1. Tap the (…) next to the location name on the left-side panel > go to Location settings.
  2. Go to Customers. The Company billing details and User billing details sections apply to two different types of customers:
    • Company — customers who sign up as a company or make payments using a company invoice or company card.
    • User — customers who sign up as individuals or make payments using a personal card or personal invoice.
  3. In each section, set the Legal business name, Address, and Tax ID fields to one of the following:
    • Required — the field is shown at checkout, and the customer must fill it in to pay.
    • Optional — the field is shown at checkout, and the customer can skip it.
    • Hidden — the field is not shown at checkout or on the customer’s Membership > Billing page. Administrators can still fill it in on the customer’s behalf.
Company billing details and User billing details fields set to Required, Optional, or Hidden in Location settings on Spacebring's coworking space management platform
Customers see these fields only when they pay by card or invoice. New locations start with every field optional, except the user Tax ID, which is hidden: a personal tax ID, such as a Social Security number, is sensitive information, so ask for it only if your invoices need it.
If you want to use eInvoicing, set the company billing details fields to Required, because an eInvoice cannot be issued without them.

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How customers add their billing details

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If no field is required

Customers who have never interacted with the location can optionally fill in their billing details by switching the Add billing details toggle on during their first booking, subscription purchase, shop order, or event ticket purchase. The toggle shows the fields that are not hidden. If every field is hidden, billing details are not asked at checkout.
During subsequent payments, the billing fields do not appear at checkout. However, customers can add them anytime via the Membership > Billing page.

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If at least one field is required

The billing details fields appear at checkout, with the required ones marked with an asterisk, and customers must fill in the required fields before completing the first purchase.
  • New customers are asked for their billing details during their first booking, subscription purchase, shop order, or event ticket purchase.
  • Your existing customers who haven’t filled out the required fields yet will be prompted to enter them at their next purchase, after you’ve changed this setting.
During all future payments using a monetary or the Invoice payment method, billing fields appear at checkout, pre-filled with the customer’s data. Users can update the details if needed or just proceed with the payment.
When purchasing totally free products, users are not asked to enter billing details.

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How customers manage their billing details

Customers can always add or update their billing details that are not hidden via the Membership page.
  • Individual users update their personal details under the Personal section > Billing.
  • Company managers update their company details under the section with their company name > Billing.
Billing details, Address, and Tax ID fields on the Membership Billing page in the member web portal on Spacebring's coworking space management platform
Changes to billing details apply to all newly issued receipts and invoices.

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How administrators add billing details for customers

Administrators can enter billing details on behalf of a customer by following these steps:
  1. Go to the Customers page > select a user or a company > locate Billing details section > click Edit.
Company profile with the Billing details section and its Edit button on Spacebring's coworking space management platform
  1. Fill out the Legal business name, Address, and Tax ID fields on the right-side panel.
  2. If your location sends eInvoices through Peppol, you can also add the customer’s GLN (Global Location Number).
    • Fill it in only when the customer asks to receive eInvoices by GLN, for example in their invoicing instructions. A GLN has 13 digits.
    • When empty, eInvoices are addressed using the customer’s Tax ID.
  3. For companies, you can also add Billing emails — addresses that receive invoices and receipts, separated by commas. When filled, only these addresses receive them. When empty, company invoices go to the company’s Email and company managers.
Edit billing details window for a company with the Billing emails field on Spacebring's coworking space management platform
You can also ask Agent to add or change a customer’s billing details, for example “Set the tax ID of Acme Studio to PT123456789”. Additionally, when making a booking for a customer, creating an invoice, or a one-off payment, administrators are required to fill out the customer’s billing details fields that are set to Required if the customer hasn’t yet.
Before creating a subscription for a user or company as an administrator, ensure their billing details are added. Otherwise, the first invoice will be issued without them.
Invoices display the customer’s name as follows:
  • If no billing details are filled in (Legal business name, Address, or Tax ID), the invoice displays the user’s/company’s regular name.
  • If any billing detail is provided, the invoice uses the customer’s Legal business name. If this field is empty, the Bill to section will appear blank.
For this reason, always fill in the Legal business name when adding the customer’s billing details, even if it matches the customer’s regular name.

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How billing details appear on invoices and receipts

Billing details appear under Bill to on the customer’s invoices and receipts.