Managing Invoices | Easy Space Help Center

Understanding Invoices vs. Transactions

Invoice: An official, itemized bill issued to your member for goods or services provided (e.g., membership plan, resource booking, product purchase). It includes details like line items, quantities, prices, taxes, discounts, issue date, due date, and your company information. Invoices serve as legal documents for accounting and tax purposes.
Transaction: Represents the actual movement of money (a payment received, a refund issued). A single transaction (payment) might cover one or multiple invoices, or an invoice might be paid by multiple transactions. Transactions focus on the payment status, method, and amount transferred.

In short: An invoice is what the member owes, and a transaction is the record of how it was paid or refunded.

Automatic Generation: Invoices are automatically created whenever a member completes a purchase through the platform. This includes:
- Signing up for a membership plan.
- Booking a resource (like a meeting room or desk).
- Purchasing a one-off product or service you offer.
- Recurring membership renewals.
Manual Creation: Currently, you cannot manually create a standalone invoice directly from the Invoices section.
- Workaround: If you need to create a specific invoice for a member (e.g., for a custom service), you can:
  1. Create a one-off "Product" within your space settings for the required amount.
  2. "Purchase" this product on behalf of the member through their profile.
  3. This will automatically generate the corresponding invoice.

Invoice statuses (like PAID, PENDING_PAYMENT, PAST_DUE) are primarily updated based on associated payments.

Marking as Paid/Refunded: You don't directly change the invoice status. Instead:
1. Navigate to the Finance > Transactions section or find the relevant payment linked from the invoice details (View Payments action).
2. Locate the specific payment associated with the invoice.
3. Mark the payment as Completed (for paid) or Refunded.
4. The system will automatically update the corresponding invoice's status (PAID, PARTIALLY_PAID, etc.) and the Amount Due based on the payment changes.

Invoice List: Navigate to Finance > Invoices to see a table of all invoices. You can search by invoice number or customer details and filter by status.
Invoice Details: Click on an invoice number or use the "View Invoice" action from the list to see the full invoice details, including:
- Customer Information
- Issue and Due Dates
- Line Items (description, quantity, price, taxes)
- Subtotal, Discounts, Taxes, Total Amount
- Amount Due
- Payments Applied (linking to the transactions)
- Notes
Download PDF:
- From the Invoice List, use the actions menu (...) for a specific invoice and select "Download PDF".
- From the Invoice Detail Page, click the "Download PDF" button (usually near the top).

Numbering: Invoices are assigned sequential numbers automatically (e.g., INV-0001, INV-0002).
Statuses: Invoices can have various statuses, including:
- DRAFT: Not yet finalized (less common with automatic generation).
- PENDING_PAYMENT: Issued but not yet paid.
- PAID: Fully paid.
- PARTIALLY_PAID: Partially paid.
- PAST_DUE: Due date has passed, and it's not fully paid.
- VOID: The invoice has been cancelled and is no longer valid. (You can Void an invoice from the actions menu if it hasn't been paid).
Line Items: Detail each item being billed, including any applied taxes per line.
Taxes: If a default tax rate is configured (in Company Settings) or taxes are applied during checkout, the tax amount will be shown.
Discounts: Any applicable discounts applied during purchase will be reflected.

Direct synchronization with accounting software like Xero and QuickBooks is currently in development and will be available soon to streamline your bookkeeping.