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Billing & payment
Billing & payment
The month run creates up to three documents per member: subscription up front, usage afterwards, kiosk separately. Whether money is collected automatically depends on whether Stripe is connected.
How to
- Start the month-end runThe month-end run is a list you tick. It is possible from the 1st of the following month.AppWeb
- Check an invoice before sendingIn the month-end run a member row expands into its positions. That writes nothing and is the last check before issuing.App
- Connect StripeWith a connected Stripe account you collect invoices automatically. Submitted is enough to publish, money only moves after the review.AppWeb
- Connect LexofficeSet the invoicing method to Lexoffice and the month-end run creates its invoices directly in your accounting system instead of in selfdesk.AppWeb
- Handle open itemsOpen items are charges that did not go through. You can retry, but when the bank wants a confirmation only the member can act.AppWeb
- Switch to bank transferWithout card collection the invoice stays the document for a transfer. Nothing is charged, and no paid marker appears.AppWeb
- Read revenue and occupancyThree views show revenue, the occupancy ahead, and the contracts running out.AppWeb
- Export documents for your accountantOne month as a ZIP with every invoice as a PDF and a CSV list.AppWeb
When something does not work
- An invoice never shows "paid"Paid is derived exclusively from Stripe payment rows. In a bank-transfer space no such rows exist.AppWeb
- The month-end run will not startA month is billed only from the 1st of the following month. Missing invoicing addresses and existing invoices hold up individual rows.AppWeb
- A backdated plan change is rejectedBackdating only reaches the 1st of the current month, and only while no invoice exists for that month.AppWeb
- The first kiosk invoice is unusually largeThe first real month-end run picks up every kiosk purchase that was never billed. That is unbilled revenue, not a calculation error.AppWeb
- A member gets three invoices in one monthMembership, usage and kiosk are three documents with three periods. They are never merged.AppWeb
What applies
- Three documents per monthMembership in advance, usage in arrears, kiosk separate. The three documents are never merged.AppWeb
- Issued invoices are frozenAn issued invoice never changes again. Corrections run through a credit note or a new document.AppWeb
- Kiosk: receipt, invoice and the carryoverEvery purchase line produces exactly one tax document: a receipt when paid immediately, otherwise a position on the monthly invoice. Below €0.50 it carries over.AppWeb
- Eight-year retentionInvoices, receipts, payments and bookings are not deleted automatically. They carry the eight-year retention duty for accounting documents.AppWeb
- Invoice signalsUnread applies to every member and only says an invoice has arrived. Collection failed exists only where money is collected through Stripe.AppWeb