Cobot’s Charges and Credits feature gives you a simple way to handle all the little extras that come up in a coworking space, whether it’s a cup of coffee, a key deposit, or a well-earned discount.
Everything you add shows up on the member's next invoice unless you choose to bill it earlier. It’s an easy way to stay organized, keep records clear, and make sure nothing's forgotten.
One-Time Charges
Use one-time charges for anything outside a member’s regular plan, such as equipment rentals or a cup of coffee.
To add a charge:
Manage » Click on Member name » Charge/Credit » Add Charge/Credit
Enter the charge description, amount, quantity, and the date you want it applied. Keep the default date if you want it on the next invoice.
When you’re done, click Charge/Credit. The charge appears on the member’s next invoice automatically.
PRO TIP
Check that the charge is correct by going to Invoicing » Preview Next Invoice. You can edit or delete the charge anytime before the invoice is created.
One-Time Credits
Credits let you apply a discount or offset a member's next invoice.
To add a credit, follow the same steps as above but enter a negative amount:
Manage » Click on Member name » Charge/Credit » Add Charge/Credit
Enter the charge description, NEGATIVE amount and quantity.
By default, a credit applies once, to the next invoice only. If the credit is larger than that invoice, the unused amount expires. Check "Carry unused credit over to future invoices" to change this: any unused amount then rolls forward and applies to the following invoice or invoices, until the full credit is used up.
The Tax Rate field controls whether the credit includes tax. It's pre-filled from your space's tax settings, or blank if none is set. If a tax rate is present, that percentage is added to the credit amount. Clear the field if you want the credit to apply without tax.
Select the date you want it applied. Keep the default date if you want it on the next invoice.
IMPORTANT NOTES
Without "Carry unused credit over to future invoices" checked, credits apply only once. Any unused amount expires.
With "Carry unused credit over to future invoices" checked, an unused amount carries forward to later invoices until it's fully used.
Example: You apply a $200 credit to a $150 invoice with "Carry unused credit over to future invoices" checked. $150 applies now, and the remaining $50 applies to the next invoice.
Pre-Populating Charges
If you find yourself adding the same charges over and over, pre-set your go-to items. These can be things like snacks, referral discounts, or stress tax every time that one member asks you how to use the coffee maker. This keeps your billing consistent and saves time.
Set these up under Products » Products & Services or by clicking the 'Add Product/Service' cog inside the Charges/Credits form.
Click here to read more of Products & Services.
Invoicing One-Time Charges in Advance
To view all upcoming (not yet invoiced) charges and credits go to the member profile » Invoicing » Invoice current charges.
You’ll see a list of all manual charges and credits waiting for the next invoice.
To invoice them early select the items you want to include and Click on 'Create Invoice'.
IMPORTANT NOTES
Invoices created this way are NOT auto-charged. Process payment by clicking 'Charge Now' on the newly created invoice if you collect payment through Cobot.
Any unchecked charges will automatically appear on the member’s next invoice or on the invoice after the application date you selected.
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