View your invoices and billing

You don't need to request invoices. Your space issues them around the turn of the month; they then show up in your app and in your email inbox.

Where to find your invoices

In the app:

1. Open Profile.
2. In the Invoices & receipts section, tap Billing.
3. Tap any invoice to see a detailed breakdown and download the PDF.

In the web app, Billing sits right in the sidebar.

Invoices also arrive by email at the address on your account.

Download several documents at once

For your tax return or an expense claim you can download every invoice and kiosk receipt of a year or a month as one ZIP archive:

1. Open your invoices as described above.
2. Above the list, tap Download documents. In the web app the button sits next to Past Invoices.
3. Pick a year or a month. Each entry says how many invoices and kiosk receipts it holds.

The archive holds the invoices in the rechnungen folder and the kiosk receipts in kiosk-belege, each as a PDF, plus a CSV list with number, date, net, VAT per rate, gross and payment status; Excel and Numbers open it directly.

It contains only your own documents from this space. If you belong to several spaces, you download each one separately. If a year holds too many documents for one archive, the app tells you so; download the months one by one instead.

When your space stops using Selfdesk

If your space cancels Selfdesk, the app shows “This space no longer uses Selfdesk” and you can still open your invoices. Six months later the space is deleted for good. If the operator deletes the space themselves, it can no longer be reached right away.

Once the space is deleted for good, your invoices from there are no longer available in Selfdesk. Download them as an archive beforehand (see above) and keep the emails with your invoices. If you need one later, contact whoever runs the space.

Which documents there are

You get up to three separate documents per month. They are never merged, because they cover different periods:

• Base fee: for the coming month, so in advance. If your plan has no base fee (a pay-per-day plan, for example), this document doesn't exist.
• Usage: for the past month, so in arrears: individual days, days beyond your allowance, chargeable room hours, extras on your room bookings.
• Kiosk: its own invoice for last month's kiosk purchases, separate from desk and rooms. Separate because desk costs count as a business expense and snacks do not. See using the kiosk. Receipts from kiosk purchases you paid for right away in the app in the past stay in the archive.

A month with nothing to charge produces no document at all, no €0 invoice.

What's on an invoice

• Line items: each day, room booking and extra with the date and amount; on the kiosk invoice, each product with its quantity.
• Gross total: what you pay. Every line item is gross too.
• Net total and VAT: taken out of the gross amount, per rate. The kiosk invoice can carry several rates, for example for drinks and food. So can the usage invoice when extras are on it: food carries 7 %, drinks 19 %.
• If your space is a small business (§ 19 UStG), the invoice carries no VAT lines at all, just the corresponding note.
• Your billing address, which you can update in Profile → Billing Address.

How payment works

That's up to your space:

• Card or SEPA direct debit. If your space has connected Stripe, you add a payment method under Profile → Payment methods. Charges then run automatically.
• Bank transfer. Otherwise you transfer the amount yourself; the bank details are on the invoice, with a GiroCode for your banking app. See Pay an invoice by bank transfer.

If a charge fails, it is not retried automatically. You get a message and can trigger the payment again yourself once you've updated your payment method.

Questions about a charge?

If something looks wrong on an invoice, contact your space first. They manage pricing and special rules. If the app does something wrong (a duplicate charge, for example): hilfe@selfdesk.app.