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A deposit is money you hold for a customer and give back when they leave. You can charge one in two ways, and the way you pick decides which invoice it lands on.
Check the tax treatment of deposits with your accountant. In some countries a deposit becomes taxable once you keep it instead of returning it.

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Charge a deposit

Pick the option that fits how the customer pays:
  • A one-off item on their subscription or contract, when the deposit goes on the same invoice as their first payment.
  • A separate invoice, when the deposit is paid on its own.

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Create a reusable deposit product

If you charge a few standard deposit amounts, create them once as a shop product and reuse it on subscriptions, contracts, and invoices.
  1. Go to Service > Shop > press Add product.
  2. Fill in the Title. The customer sees it on their invoice.
  3. Set Visibility to Administrators, so the deposit stays out of the customer’s Shop.
  4. Add one option per deposit amount, name it after what it covers, then enable Money and set the Price. Invoices show the product title and the option name together.
  5. Enable the option’s Custom tax rate and set the Tax rate to 0 if the deposit must be untaxed.
A deposit product with an option per deposit amount on Spacebring's coworking space management platform
If the deposit amount differs for a customer, adjust it when you set up their subscription or contract. The product is only your template for the charge.
If you charge a different amount every time, you don’t need a product at all: add a custom one-off item from scratch when you set up the customer’s subscription or invoice. Contracts offer pre-created products only.

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As a one-off item on the first invoice

Add the deposit to the customer’s subscription or contract:
  1. Add an item and set its type to One-off, so the customer pays it only once.
  2. Select the deposit in the Product field, or Custom to create one, then set its price.
A one-off subscription item with the deposit product selected and a 0% tax rate on Spacebring's coworking space management platform
  1. Press Save. The deposit appears on the first invoice as its own line, named after the product and the option, at the option’s tax rate.
The first invoice PDF with the deposit line next to the recurring membership line on Spacebring's coworking space management platform

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With a separate invoice

Bill the deposit on its own, before the customer has a subscription or separately from their first subscription invoice:
  1. Go to Billing > Invoices > press Create invoice and select the customer.
  2. Press Add and select your deposit product, or keep Custom and set the name, price, and Tax rate yourself.
  3. Press Create > View invoice > Issue.
An invoice with the deposit product added as its only item on Spacebring's coworking space management platform

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Track the deposits you hold

  • Go to Billing > Invoices, filter by Customer, and open the deposit invoice to see its details.
An invoice with the deposit line above the recurring membership line on Spacebring's coworking space management platform
  • If you don’t remember which invoice the deposit is on, filter by Customer, press (…) to export an invoice items report, and find the deposit in the Description column.
You may also note the deposit amount and payment date in the customer profile’s Internal notes field. Only administrators see it, and it’s the first place your team looks during offboarding.

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Return the deposit

Decide whether the customer gets the money back or the deposit is deducted from their final invoice.

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Refund it to the customer

Return the deposit with a credit note on the invoice you charged it on:
  1. Go to Billing > Invoices, open the paid invoice with the deposit, and press Create in the Credit notes section.
  2. Select a reason and an effective date, then tick the deposit item only.
  3. Choose how to credit it: the original payment, to send the money back to the card, or Credit outside of Spacebring, for a bank transfer, check, or cash.
  4. Press Create. The customer receives a credit note naming the deposit.
A new credit note listing the invoice items with the deposit among them on Spacebring's coworking space management platform

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Deduct it from the customer’s final invoice

Put the deposit on the customer’s money balance so it comes off what they still owe:
  1. Before the customer’s final invoice is issued, go to Customers > open their profile > press Adjust balance next to Money balance.
  2. Set the Adjustment type to Add and enter the deposit in the Amount field.
  3. Note in the Internal note field that the deposit was returned, then press Save.
  4. The deposit is deducted from the customer’s final invoice as Applied balance, lowering its amount due.
A money balance adjustment adding the deposit back to the customer's balance on Spacebring's coworking space management platform

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FAQs

Customers who sign up on their own pay for the plan or resource tier they choose, so the deposit has to be part of it. Add it as a Setup fee when you create or edit the plan or the resource tier. It is charged once, on the first invoice.A setup fee can’t carry its own tax rate and appears on the invoice as Setup Fee followed by the plan name. If the deposit has to be tax-free or named explicitly, add it yourself as a one-off item on the customer’s subscription, contract, or invoice instead.