FAQ: Invoicing

How can I stop an invoice from being created when a user signs up to a plan via the website?

Automating invoicing is one of the main features of Nexudus that will help you manage your space's day-to-day operations. If you don't want to create invoices for your members automatically, you must not sign them up to a plan or if you do, it has to be a free plan. For the latter, when there is nothing to invoice the platform will not create any invoice.‌

I need to partially refund an amount on an invoice. How can I do it?

You can only partially refund given items of an invoice that has been created, not a set amount of money. If the person agrees to receiving the refund as credit in their account, which will be used to pay future invoices, you could add a negative charge on their account for the sum that you'd like to refund and create a Credit Note that will remain on their account.‌

How can I invoice a number of months in advance for a monthly price plan?

If you want to create an invoice for a number of months, you can do so following these steps:‌

  • View the Member's Contract details and modify the Unit Price field.

  • Then, click the View/Raise Next Invoice button on the member's account to manually create this advance invoice.

  • Once created, you must change the Contract Renewal Date to the date that you wish to automatically create the next invoice.

  • You may also want to edit the billing period fields so that they correspond with the invoiced period. To do so, go to the invoice, edit the fields and click on the Save button at the top right of the screen to complete the process.

Can you edit the details on an invoice that has already been created and sent?

Yes, you can edit invoices by accessing the relevant record from the list.‌

The invoice wasn't created automatically on the member's renewal day. What could have happened?

Bear in mind that it takes some time to create an invoice. You should also check if the renewal date on the member's contract is correct.‌

How can I preview the invoices that are going to be created?

Go to Reports > Members & Contacts > Next Invoice Amount

Previewing the invoices that are going to be created‌

Can I add a charge to an invoice that has been created but not sent or paid?

No, charges can be edited, but you cannot include new charges on invoices that have already been created. If you want to add a Charge, you must cancel the current invoice by raising a Credit Note and raising a new invoice and adding the charge that you want.‌

Can I disable automatic invoicing?

No, one of the main functions and advantages of Nexudus is that invoices are created automatically for your coworkers. If you do not want to create an invoice automatically for a member, you shouldn't assign them a contract. If you want to check invoices before they are sent to members, remember that you can choose the notifications they receive for invoices and payments.‌

Lastly, remember that you can check the Next Invoice Amount to see the total that is going to be invoiced to coworkers during the next renewal period. To access the report, go to Reports > Members & Contacts > Next Invoice Amount.‌

Can I disable invoice delivery by email?

Yes, as mentioned above, you can select the number of payment-related notifications that you wish to send each coworker. To do so, view the member's profile and go to the Billing tab. You can also disable the Notify on New Invoice option for new members that sign up to the coworking space. To do so, go to Space Settings > Payments.‌

How can I delete several invoices at once?

This action is not possible. You have to select each record individually and run the action Cancel invoice or refund payments from the More Actions... drop-down menu.‌

I need to edit the billing period on an invoice that has been created. How can I do it?

Go to the invoice record that you want to edit via the list or the member's profile and edit the Invoice Period (from/to) fields. Click on the Save button in the top right of the screen to complete the process.‌

Open the invoice using Finance > Invoices, then click Edit below the billing period.

Changing the billing period‌

Then set the format for all invoices from Settings > Billing and accounting > Formatting.

Billing and accounting settings‌

Can I change the invoice numbering? And the current invoice number?

Open the invoice using Finance > Invoices, then click Edit below the billing period.

Changing the invoice numbering
Editing the invoice number‌

Then set the format for all invoices from Settings > Billing and accounting > Formatting.

Billing and accounting settings‌

I want to add a note to invoices, how can I do it?

You can add notes to Contracts, Products, Resource Rates, Bookings and Time Passes. You can choose to display these notes on invoices if you want. You can enable the option to display them by going to Settings > Billing and accounting > Contents.‌

What is displayed on members' invoices if they don't provide billing details?

If members do not provide their billing details, their contact details are taken by default. If the user hasn’t provided contact details either, the invoices will not display any information. Remember that you can edit the billing details on invoices that have already been created if a member were to provide this information.‌

Can I view more than 15 records from the invoice list on the screen?

No, at the moment it isn't possible.‌

One of the members in my space wants to use a different email address for invoices. Can I set an email address for invoices on their account?

Yes, you can. You can set a different email address for sending invoices at any time. Go to the Billing tab on the member's profile and fill in the Billing Email field. If you leave this field blank, invoices will be sent to the email address that the person used to sign up.‌

Can I cancel the automatic invoice for price plans?

No. Automatic invoicing is one of the main features on Nexudus that will help you manage your spaces day-to-day. If you don't want to create invoices for your members automatically, you must not sign them up to a price plan or if you do, it has to be a free plan. For the latter, when there is nothing to invoice the platform will not create any invoice.‌

I have several members that pay together, how do I assign them to a price plan?

In this case, the best option is to use a team to group them all together. If the invoice is issued to one person, you must set this person as the payer and combine the invoices so that one invoice is created for that person. This invoice would include the price plans to which the rest of the team members are signed up and the additional services that have been consumed.‌

If there is a member with a free plan, is he or she considered as an active member with regard to subscriptions on Nexudus?

Any member signed up to a free plan is counted as an active member with regard to subscriptions on Nexudus.‌

Can I set a daily plan?

If you were to set a daily plan, it would be renewed and invoiced every day, which isn't very convenient. To set up a "pay as you go" plan by days, we normally recommend using products in batches, which include a series of passes that are consumed when the member uses the space.‌

Can I cancel a plan in the middle of a renewal period?

Yes, you can cancel a plan from the dashboard at any time. To do so, you only have to set a cancellation date in the contract that the member has active. For more information, see Managing contracts.‌

If I were to make any changes to a plan, when are the changes applied to the members signed up to that plan?

When you add services, such as passes or resource time credit, the changes take effect immediately in the accounts of members already signed up to the price plan.‌

Can a member have two different plans?

A member can have two different contracts but one will always be primary, with one associated plan. For more information about these processes, see Managing contracts.‌

Can a contact have a plan?

No, because by definition a contact is a record in your Nexudus account that is not signed up to a plan. When the contact is signed up to a plan, they then become a space member.‌

I have a plan that allows two members to check in. How can I set this up? Also, one of them is the paying member.

All you need to do in this case is assign two passes to the plan to give both members access to the space. then set up a team with the paying member and set Share access passes to YES.‌

How to add a plan that charges annually or every six months?

Create a plan and add the annual price/six months price in the cost field. Set the Invoice period to months and Invoice Every (months) to 12 or 6. This way the member will be charged every six months or yearly.

Contents
How can I stop an invoice from being created when a user signs up to a plan via the website?
I need to partially refund an amount on an invoice. How can I do it?
How can I invoice a number of months in advance for a monthly price plan?
Can you edit the details on an invoice that has already been created and sent?
The invoice wasn't created automatically on the member's renewal day. What could have happened?
How can I preview the invoices that are going to be created?
Can I add a charge to an invoice that has been created but not sent or paid?
Can I disable automatic invoicing?
Can I disable invoice delivery by email?
How can I delete several invoices at once?
I need to edit the billing period on an invoice that has been created. How can I do it?
Can I change the invoice numbering? And the current invoice number?
I want to add a note to invoices, how can I do it?
What is displayed on members' invoices if they don't provide billing details?
Can I view more than 15 records from the invoice list on the screen?
One of the members in my space wants to use a different email address for invoices. Can I set an email address for invoices on their account?
Can I cancel the automatic invoice for price plans?
I have several members that pay together, how do I assign them to a price plan?
If there is a member with a free plan, is he or she considered as an active member with regard to subscriptions on Nexudus?
Can I set a daily plan?
Can I cancel a plan in the middle of a renewal period?
If I were to make any changes to a plan, when are the changes applied to the members signed up to that plan?
Can a member have two different plans?
Can a contact have a plan?
I have a plan that allows two members to check in. How can I set this up? Also, one of them is the paying member.
How to add a plan that charges annually or every six months?