Invoices play an essential role in keeping your space operations organized and transparent. They provide a clear record of charges, help maintain consistent billing practices, and ensure that both you and your members have accurate, up-to-date financial information.
Customizing Invoices in Cobot
All invoice-related settings are found under Setup » Invoice Settings. Any information you add here will appear on member invoices as well as on free-form invoices you create manually.
Invoice Sender Address
Add YOUR company’s billing details, tax number and logo to this section. These appear at the top of every invoice.
Cobot will auto populate the member or members details automatically, so no member data is populated in this section.
Invoice Settings
Tax ID for Members
This field is not used to set tax rates. Instead, it is used to collect your members’ tax identification numbers.
For example, in Germany every person has a Steuer-ID. To collect that number, you would enter “Steuer-ID” in this field. You can choose to show this field on your Signup Form under Customize » Features » Signup. When provided, the number will appear in the member’s profile and on their invoices.
To set up your tax names and rates, go to Setup » Basic » Payments.
Default Invoice Day
This setting controls the day of the month Cobot uses when a new membership begins—whether the member signs up through the Signup Page or you create the membership manually.
For example, if the default invoice day is set to 1, members will be billed on the first of each month. Their first invoice will be prorated from their join date to the next billing date.
Changing this setting does not update existing memberships. If you need to change the invoice day for current members, run a bulk plan change to a plan with the desired invoice date.
Send Invoices in Advance
If you add a number to this field, Cobot will generate and send invoices that many days before they are due.
For example, entering '5' will send each member an invoice 5 days before their billing date. These early invoices are previews only and members are not charged at that time.
IMPORTANT NOTES ON SENDING INVOICES IN ADVANCE
If changes occur between the early-invoice date and the charge date—such as a canceled booking—the preview invoice will not update. Cobot does not send additional preview invoices.
Any added charges during this period will appear on the next invoice cycle.
Members who join after the early-invoice date but before the billing date will not receive an early invoice.
Members whose accounts are not yet active (for example, someone who has a future start date) also will not receive early invoices.
Mark Invoice as Late
How many days after the charge date to mark invoices as late and enable payment reminders. Click here to read more about payment reminders.
Copy Invoice Emails
Sends a copy of each invoice to the email addresses you enter. Only admin or space-management email addresses should be used here. If you need to add more than one recipient, separate each email address with a space.
Additional Feature Switches
Enhance your invoice settings even further by toggling these optional features on or off. Click any of the highlighted links to learn more about what each feature does and how it can support your billing workflow.
Customize Invoice Format
Click here to learn how to add images, set custom invoice numbers, and include personalized text on your invoices.
Automated Invoicing
Click here to learn how Cobot automatically generates and sends recurring invoices to your members, ensuring your billing stays consistent, accurate, and stress-free every month.
Click here to read how Cobot automates invoicing for non-members, such as visitors and drop-ins, making it easy to manage charges without extra manual work.
Next Step
Here’s how to set up your payment methods.
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Complex billing needs?
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