Your invoice information will be vital to ensuring your users are correctly paying their invoices. You can locate this from the Settings > Features > Invoicing page.
Invoice Settings help you:
Customize your invoicing experience: Set your preferred invoice titles, headers, and notes to match your brand and operations
Automate credit application: Choose whether credit is applied manually or automatically to future invoices
Control overdue behaviour: Configure invoice reminders, due dates, and overdue rules to reduce missed payments
Manage additional charges: Decide whether additional charges are an upfront charge, go on to a new invoice due today, or are added to the existing monthly invoice
Fine-tune your billing logic: Adjust how and when your invoices are generated, finalized, and sent to users
On this page, you’ll be able to input data such as your address, the name shown on your invoices (see below), the preferred title of all future invoices, and any additional notes you wish your users to read prior to payment.
How to customize the name shown on your invoices
How to customize the name shown on your invoices
You can override the default organization name that appears on invoices by specifying an Invoice header title. This is especially helpful if your internal organization names (e.g. “Coworking Hive”) differ from your legal entity name (e.g. “Coworking Hive LLC”).
To update the invoice name:
Go to Settings > Features > Invoicing
Under Invoice customization, enter your preferred name under the Invoice header
Scroll down and click Save changes to apply the update
This change updates both new and existing invoices immediately.
This name will appear on all outgoing invoices
Note: This customization affects invoices only. Your dashboard organization name will remain unchanged.
How to manage additional charge settings
How to manage additional charge settings
When a booking or check-in is created, Optix will always first look to see if there is an available allowance that it can use. If no allowance is available, an automatic charge will be raised for the user or team. These charges can be invoiced in a number of ways.
From the Settings > Features > Invoicing > Invoice policy, select either 'Charge upfront', 'On a new invoice, due today' or 'On the following billing date' (which is your organizational billing date), depending on how you want to invoice additional charges.
If set to 'On a new invoice, due today':
This option is often used when you want any extra charges to be invoiced today.
Example: The user has an April 1 Pending invoice for their monthly plan. On March 10, the user books a meeting room: a new invoice due today is created for that booking.
If set to 'On the following billing date' (example: organizational billing date = 1st of each month):
If the user already has a Pending/Unfinalized invoice with booking charges, the additional charges and credits are added to that same pending invoice.
Example: The user has a pending invoice for April 1 that already includes charges for their monthly plan and other booking charges. On March 12, they booked a meeting room. In this case, the new room booking charge is added to the same April 1 pending invoice.
Note: To understand how Optix handles different billing scenarios, it’s helpful to know the difference between pending, finalized, and void invoices. Learn more about invoice statuses here.
Note: If automatic credit application is enabled, credits from finalized invoices are applied starting with the oldest invoice first.
How to require upfront payment for users
How to require upfront payment for users
Admins can require users to pay upfront for all transactions in the mobile app — including bookings, plans, and purchases.
When this setting is enabled, Optix will attempt to charge the user immediately when they create or update a booking.
If the payment fails, the action will fail as well, ensuring that all bookings or purchases are confirmed only after successful payment.
To enable upfront payment:
Go to Settings > Features > Invoicing > Invoice policy
Toggle Require users to pay upfront
Notes:
This feature works together with “Users must have a payment method added.”
If a payment attempt fails, a void invoice will appear under the user’s account for reference.
Users paying via slower methods (e.g. bank transfer) may see a short delay; the payment will be confirmed once Stripe verifies it.
Admins can still view and manage these void invoices under the user’s profile or the Invoicing tab.
FAQs
FAQs
Can I customize the invoice number format?
No, invoice numbering follows Optix’s system format and cannot be changed. However, if you are using the QuickBooks Online integration, you can choose to have QuickBooks automatically replace Optix invoice numbers with QuickBooks’ invoice numbering after syncing.
Will changing the invoice header affect existing invoices?
Yes — the update applies immediately to all new and past invoices.
Do users see void invoices?
No. Void invoices appear only in the admin dashboard for record-keeping.
What happens to credits when “apply automatically” is enabled?
Optix will automatically apply credits to the oldest outstanding invoice first.
What happens if the user’s invoice is already finalized?
If a user’s most recent invoice is finalized, Optix cannot modify it.
Any new charges will always be placed on a new finalized invoice.
Example 1: The user’s March 1 invoice is already finalized. On March 10, the user books a meeting room (or the admin adds a $15 credit). Optix will create a new finalized invoice containing that charge or credit, because previous finalized invoices cannot be modified (unless an admin manually updates them).
Example 2: The user has a finalized invoice from March 10 that already includes charges for earlier bookings. On March 20, they check into a day pass. In this case, the new day-pass charge is placed on a new finalized invoice, separate from the March 10 invoice, because previous finalized invoices cannot be modified (unless an admin manually updates them).
How does Optix decide where new charges go?
If the user has a pending/unfinalized invoice, Optix adds new charges there when possible
If the latest invoice is finalized, Optix creates a new finalized invoice
This applies regardless of which Invoice Policy setting you choose.
Troubleshooting
Troubleshooting
The user was charged, but the invoice doesn’t appear in their invoice list.
The invoice may have been moved to a hidden state if a booking was canceled or re-priced.
You can still find it under:
Invoicing > All invoices, or
The booking’s Booking Details side panel
A void invoice appeared unexpectedly.
A void invoice appears when:
A payment intent was created
Stripe later rejected the payment or failed to confirm
This is expected behavior under upfront payment.
Additional charges are going to the wrong invoice.
Check your Invoice Policy:
On a new invoice, due today
On the next pending invoice
Charge upfront
The behavior depends entirely on this setting.
A user cannot complete a booking because the payment keeps failing.
Verify the following:
User has a valid payment method
“Require upfront payment” is enabled
Their card is not expired or blocked
Stripe is not flagging the payment as high-risk