For users assigned to one or more plans, an invoice is automatically generated each month. This invoice will be itemized based on the details of the plan(s) the user has been assigned.
Any off plan usage will also be included on the monthly invoice.
Initial invoice for users and teams on plans
When users or teams are added to a plan mid-billing period, a Pending invoice will be created. This invoice will include:
- Partial payment covering the plan start date to the first billing date (prorated)
Note: We calculate the pro-rated partial payment by dividing the plan price by the number of days in the month and then multiplying that "daily" price by the remaining days until the next billing date. At this time, we do not provide an option to not pro-rate your plan charges.
- The payment for the next billing period
- Setup fee (if applicable)
- Refundable deposit (if applicable)
Recurring charges from plans
Plan charges will automatically be added to pending invoices until such time that a plan is cancelled or a specified end date has past. Plan payments are made in advance (e.g. an invoice due September 1st will include the plan charge for the month of September).
Off plan bookings/check-ins
When bookings/check-ins are made that are not covered by a relevant plan allowance, by default the charge is added to the pending invoice. For example, in an organization with a billing date set to the first of the month, a booking made on August 15th that was not covered by a plan allowance would appear on the September 1st invoice. These charges could include:
- Bookings partially covered by a plan (e.g. a two hour booking for which there was one hour of allowance available under a plan)
- A discounted booking/check-in after the plan allowance was exhausted (e.g. plan included a 25% discount for bookings once the included allowance was used up)
- On demand bookings/check-ins for users who do not have an assigned plan
When bookings are made on behalf of a user by the venue manager (from within the dashboard), there are also two options – the first being to to specify that the associated charge is due immediately. In this case an invoice would be raised and marked due immediately. The second being to collect the payment which will create an invoice and charge the default payment method of a corresponding user or a team shortly after. In the case of a failed payment attempt, the booking will be cancelled.
When do invoices become overdue?
Invoice status changes from 'due' to 'overdue' after a custom number of days. You can set the number of days under Settings > Payments.
How do I make changes to an upcoming, due or overdue invoice?
You are able to void invoice items from an upcoming, due or overdue finalized invoice as long as there haven't been any payments, refunds or credits made to the invoice.
In order to be able to void an invoice item where there has been a payment, refund, or credit made, you will first need to remove the payment, refund or credit.
To void a invoice item, follow the steps below:
Navigate to the item on the invoice
Click the three-dot menu at the right hand side of the invoice item
Note: For your records, we don't delete this item. We move this item to its own invoice with the status void.
How do users see or pay for their pending invoices?
Users can access their invoices at all times from within the 'Invoices' menu of your workplace app.
If you have enabled invoice notifications under Payment Settings, users will receive an email two days prior to an invoice being due as well as after a successful or failed payment attempt.
Users are also able to pay for pending invoice prior to the invoice being due. Venue managers will also be able to mark pending invoices as ‘Paid’ if they receive another type of payment not processed through Optix (i.e. a check).