1. Invoicing

Automatic invoicing

The Cobot invoicing feature automates the task of invoicing your coworkers for their membership, booked resources, extra time passes and other types of charges. When enabled, we send each of your coworkers an email with a detailed invoice at the end of their billing periods.

Membership fees are charged one month in advance. If coworkers wish to buy extra time or day passes in addition to the time already included in their membership plan, they pay for those with the very next invoice (for details, see the guide on time passes. Similarly, other resources and services booked during the month are charged with the invoice following their use.

If you make use of credit card or PayPal payments, the payment status of the invoices is tracked automatically (see the guide on credit cards and direct debit. However, you can also track payments manually.

Manual payment tracking

To track payments manually, go to the invoice overview and click the invoice number of the payment you wish to record.

This will lead you to the invoice details. In the upper right corner, you will see the Record Payment link, which you should click.

A small screen will pop up, allowing you to record the date of payment and add a comment.

After you click the Save Payment button, the Record Payment link will disappear from the screen. The general invoice overview will then display the invoice as 'paid'.

Invoice settings

To change your invoice settings, go to Setup > Invoice Settings. This will bring you to the following form:

Any details you fill out on this page will appear on your invoice. Some highlighted features:

  • Accessibility: using the checkboxes, you can indicate whether or not you wish to email the invoices to your members and whether or not you wish to make the invoices accessible to them online.
  • Default invoice day: if you set this value to 1, members will be billed on the 1st of each month and their first invoice will be prorated from their day of joining to the 1st of the next month.
  • Invoice number format: you can choose how to format your invoice number, e.g. add letters.
  • Invoice text: allows you to add a customised message to all invoices.

By default, coworkers see their invoices on Cobot and are sent invoices by email. To ensure members cannot access the invoices online, check the hide invoices from members box.

You can create invoices for your coworkers at any time by going to Manage > Invoices and clicking the New Invoice button in the upper right corner of the page.

To see a list of invoices for one individual member, go to their member profile and click Past Invoices in the Invoicing dropdown menu.

Next step

Here's how to set up your payment methods.