Cobot's invoicing system offers flexibility by automatically generating an invoice for your members once a month (or once every X number of months) for their membership fees, conference room charges, day passes, and any extra charges. Moreover, you have the freedom to create a free-form invoice at any time, which can be particularly useful for managing unexpected charges.
This guide will show you how to raise an invoice based on a member's current charges, eliminating the need to wait until the next invoicing date. For instance, if someone booked a meeting room today, you can send an invoice for that immediately, saving you time and effort.
To raise an invoice for current charges, go to the member's profile » Invoicing » Invoice Current Charges.
On the next page, you will see all the charges that you can invoice before the member's next billing date. Simply select the items you wish to charge the member for.
Any items not selected will be included in their next automated invoice.
IMPORTANT NOTES
Bookings with credits applied can not be charged in advance.
'Invoice Current Charges' only applies to charges other than membership fees. Membership fees cannot be raised in advance of the member's next invoicing date.
After creating the invoice, it will be posted to the members profile in the admin portal, the members invoicing section in their member portal and to your invoice section.
The invoice will NOT be automatically processed, so you will need to take further action:
Click "Charge" if an automated payment method is present on their account.
Click "Record Payment" if they have paid via a manual method, such as cash.
Click "Send" to email the member their invoice.
Want to learn more about member invoicing? Check out this guide.