Cobot allows you to manually create invoices for non-members and visitors using the Free-Form Invoice feature. Non-members and visitors are individuals or companies who are not registered for a membership in you space.

There is also an automated invoicing component when visitors book via your External Bookings and Drop-In Passes section of your Homepage which is explained below.

Cobot also simplifies your administrative tasks by automating the invoicing process for your memberships, member bookings, and one-time member charges. Check out this guide for more on member invoicing.

This guide will cover:

Create invoices for non-members by using Cobot's Free-Form Invoice feature. This allows you too offer your services or products to people who are not part of your regular membership structure.

To create an invoice, go to Manage » Invoices » New Invoice » Create invoice for non-member.

In cases where you need to make small tweaks for accuracy, fix duplicates, or wave goodbye to uncollectible income, editing, deleting or writing off your free-form invoice is the solution. But which should you do and when?

Consider editing an invoice when errors or inaccuracies are identified. This is particularly useful for refining details such as charges or billing information. Maintaining accuracy in your invoices is crucial for providing clients with reliable information.

Edit an invoice by going to Manage » Invoices » Click on the hamburger menu » Edit.

You can edit the following fields:

Editing an invoice will NOT automatically re-send it to the billing email you entered. Once you make your edits, click on 're-send'. This will send them a new invoice. If you have PayPal activated, the payment link will point to the new invoice.

Generally, deletion is reserved for instances where correction through editing is not feasible or when a duplicate entry has been mistakenly created. Regularly reviewing invoices helps identify such situations where deletion may be necessary.

It's important to exercise caution when deleting invoices, as this action permanently removes the record.

Delete an invoice by going to Manage » Invoices and clicking on 'Edit' from the invoice menu. Scroll down to the bottom of the page to find the Delete option.

Unlike deleting an invoice, writing it off recognizes the debt while removing it from active accounts, preserving a record of the attempted transaction. So you should only write-off an invoice when it's clear the amount won't be collected due to a client's inability or unwillingness to pay. This acknowledges the financial loss, ensuring accurate accounts.

Always follow established procedures in your region when deciding to write off an invoice, as this will impact your year-end accounts and taxable income.

Write off an invoice by going to Manage » Invoices » Click on the hamburger menu » Write-off.

You can only write off unpaid invoices. If you need to write off one that has been marked paid by mistake, edit the invoice, remove the payment records and then save the changes. You will now be able to write it off.

Once written off, the income will be removed from your unpaid accounts in your Analytics and appear as lost income.

No additional emails or notifications will be sent to the billing email when this action is taken.

If you have received a payment via an automated payment method, refunds cannot be processed through Cobot for those invoices.

To request a refund, you need to log into your payment provider's platform directly. This is where you can manage transactions and submit refund requests according to the provider's specific procedures and policies.

After you have done that, create a new invoice with the refund amount posted so your analytics are correct.

Invoicing for External Bookings is automated by default. When a visitor books a resource through you booking Homepage, they will always receive an invoice, regardless of the payment settings. The only time no invoice is generated is when the resource is free to book.

Click here to read more on to manage your visitors and External Bookings.

Invoicing for Drop-in Passes is automated by default. When the visitor buys a Drop-in Pass through your Homepage, they will always receive an invoice, regardless of the payment settings. The only time no invoice is generated is when the Drop-in Pass is free.

Click here to read more on to manage your visitors and Drop-in Passes.

Next Step: If you are a bigger space (or data junkie), we recommend using accounting codes.