Invoice Types

There are 3 types of invoices. Ones that are charged now, those that are emailed,  and those that are added to the next invoice.

Charge Now 

These are invoices that you don't need to send to a member or guest to be paid at a later date. They are invoices that you can enter a credit card (or use one on file) charge that payment source now. These are usually used for when billing a team (for things like initiation fees, small purchases, and other one-time payments).

Steps for a Charge Now Invoice
Create Invoice > select Team or Guest > Charge Now

Emailed

Don't have a payment source on file? Is this person not a member of Coworks? Use this option to send an invoice that is payable via an emailed invoice link. This is great for collecting money from things like even rentals, day passes, and other one-time charges that you simply do not have a payment source on hand, or the member/guest wants a copy of their invoice before you charge them.

Steps for an Emailed Invoice
Create Invoice > select Team or Guest > Email

Add to Next Invoice

This option only applies to companies with active memberships. You can delay sending of the invoice, and instead append it to the team's next billing cycle. When that invoice is automatically raised (as they do with memberships), it will add the line items from this invoice.

Steps for an Add to Next Invoice
Create Invoice > select Team or Guest > Email


Invoice Statuses

Unpaid

The unpaid status is all invoices that are open and have not been paid by the member/guest, or they have not been attempted to be collected by you, the manager. If you have a payment source associated with the team, you can use the Pay Now button on the invoice detail to charge it. If this is a guest, you or that guest can add their card using the invoice link provided with all created invoices. You can find that link in the invoice detail as well.

With an unpaid invoice, your available invoice actions (in the invoice detail) are: Pay Now, Close, Mark as Paid, and Resend.

Scheduled

The scheduled status is reserved for invoices that have not yet been sent. This occurs when you create one-off invoices and they have not yet been finalized. You can finalize them which will send them to the member or guest immediately.

With a scheduled invoice, your available invoice actions (in the invoice detail) are to Send or Cancel.

Closed

To cancel, delete, or effectively undo an invoice that has already been finalized, you can close it. Closing it will not actually hide the invoice from your dashboard, but maintains a record of when it was created, finalized, then voided. Invoices with a closed status are not payable. Voiding an invoice effectively zeros its amounts in any reports, ensuring an accounting paper trail.

With a closed invoice, you can view the receipt or the invoice link.

Marked as Paid

The marked as paid status is simply used for invoices that are paid outside of Coworks. This is useful for members who pay by check or cash (yikes!) Note: Invoices are that are marked as paid show as paid in the billing section.

With a marked as paid invoice, you can resend an emailed version to the member or guest.

The paid status is simply used for invoices that are paid. Invoices are automatically marked as paid when payments are processed through Stripe.

With a paid invoice, you can refund the invoice or resend an emailed version to the member or guest.

Refunded

The refunded status indicates that an invoice had been refunded. Invoices are automatically marked as paid when payments are processed through Stripe. Once it has been refunded, no more action can be taken on this invoice.


Partially Refunded

The partially refunded status indicates that an invoice had been only partially refunded. You can still further issue refunds on the invoice until the original invoice amount has been fully refunded, at which point it would transition to the refunded status.

Invoice Workflow

When you create an invoice, if you chose Charge Now, that invoice will skip the email process and attempt to collect from the payment source immediately. The member or guest will not receive a receipt for this payment unless you have receipts enabled in your Stripe settings.

if you choose Email, the invoice will enter the invoice finalization process. As a convenience, we schedule all emailed invoices to be sent 1 hour from when they are created. This gives you time to make adjustments, or stop it from being sent. You can skip this process and send them immediately by going to the invoice detail and clicking Finalize. This tells Stripe you're ready to send it and it will be sent to the email that was provided at the creation of the invoice. After being sent, it is now actionable with the invoice.

This is an example of an emailed invoice:

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