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
Users and teams will receive an invoice on the day they are assigned to a plan. At this time, plan start dates cannot be backdated. If the start date for the plan is mid-billing period, a first invoice will be created that includes:
- Partial payment covering the plan start date to the first billing date (pro-rated)
Note: We calculate the pro-rated partial payment by dividing the plan price by 30 (regardless of the length of the current month) and then multiplying that "daily" price by the remaining days left in the partial month.
- Setup fee (if applicable)
- Refundable deposit (if applicable)
This invoice will be due on the plan's start date. At the same time, an upcoming invoice will be created which is due on the next billing date. This will cover the user or team's first full month on the plan.
Recurring charges from plans
Plan charges will automatically be added to upcoming 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) and the invoices generate up to one month in advance of the billing date.
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 next 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 is also the option to specify that the associated charge is due immediately. In this case an invoice would be raised and marked due immediately.
When are invoices finalized?
All invoices, whether they're automatically generated or manually created, are open to edits until end of day the day before your organization's billing cycle.
For example, if you've set your billing date for the 1st of the month, new invoices will be generated on the 1st of the month for all users and teams in your venue on plans. This invoice will cover the cost of the month upfront. This means that invoices due on Sept 1st were created for users on plans on Aug 1st.
In this example, all invoices will remain open until end of day on the last day of the month. An 'open' invoice is changeable, meaning you can manually add more items, modify existing items, or void invoices up until this point
How do users see their upcoming 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 and on the date that an invoice is due.