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How do I manage my invoice information?

As an admin, learn how to customize your invoices to display your organization’s information

Sarah L. avatar
Written by Sarah L.
Updated over a week ago

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.

Showing the user-interface of changing organization names on invoices

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 behavior: Configure invoice reminders, due dates, and overdue rules to reduce missed payments

  • Manage additional charges: Decide whether extra charges and credits go to a new invoice or are added to existing ones

  • 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.


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:

  1. Go to Settings > Features > Invoicing

  2. Under Invoice customization, enter your preferred name under the Invoice header

  3. Scroll down and click Save changes to apply the update

    • This change updates both new and existing invoices immediately.

  4. This name will appear on all outgoing invoices

Note: This customization affects invoices only. Your dashboard organization name will remain unchanged.

How do I manage additional charge settings?

When a booking or check-in is created, Optix will always first look to see if there is an available plan allowance to which it can be charged. If no allowance is available, an automatic charge will be raised for the applicable user or team. These charges can be invoiced immediately, or added to the users upcoming invoice.

From the Settings > Features > Invoicing > Invoice policy, select either 'On a new invoice, due today' or 'On the next pending invoice' depending on how you want to invoice these charges.

Policy scenarios

  • If set to On the following billing date:

    • Pending invoice with initial booking charges → additional charges & credits are added to that same pending invoice.

    • Finalized invoice with booking charges → additional charges & credits are added to separate finalized invoices.

  • If set to On a new invoice, due today:

    • Pending invoice with initial booking charges → additional charges & credits move to a new invoice due “today.”

    • Pending invoice with booking charges → credits are added to that same pending invoice.

    • Finalized invoice with booking charges → additional charges & credits are added to separate finalized invoices.

Note: If automatic credit application is enabled, credits from finalized invoices are applied starting with the oldest invoice first.


Need more info on Settings?

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