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Billing & payment
Billing & payment
The month-end run creates up to three documents per member, started by hand or automatically on the date you set: subscription up front, usage afterwards, kiosk separately. Open items are charges that did not go through. 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 StripeYou choose how your members pay. For card and direct debit Selfdesk opens a prefilled Stripe account; money only moves after Stripe approves it.AppWeb
- Connect Lexware OfficeWith Lexware Office as the invoicing method, the month-end run creates its invoices directly in your accounting system instead of in Selfdesk.AppWeb
- Connect sevDeskWith sevDesk as the invoicing method, sevDesk writes the invoices of the month-end run. Selfdesk does the sums, creates missing contacts and sends the PDF.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
- Mark an invoice as paidOnce a transfer has arrived on your account, you record it on the invoice. The member then sees "Paid on …".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
- Send invoices and receipts to your accountantEnter your bookkeeping address and every new invoice and receipt goes there as a PDF, cancellations included.AppWeb
When something does not work
- An invoice never shows "paid"Selfdesk only sees payments through Stripe. A bank transfer shows on the invoice once you mark it as paid.AppWeb
- An invoice shows "Needs you"Selfdesk could not issue or deliver the invoice. The reason is on the invoice, and the buttons next to it are the ones that work in this case.Web
- 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
- Invoices are e-invoices (ZUGFeRD)Every invoice Selfdesk issues for you is a PDF with an embedded XML file. People read the PDF, accounting software reads the file.AppWeb
- Kiosk: invoice and the €0.50 carryoverEvery purchase line becomes a position on that month's kiosk invoice. Below €0.50 it carries over into the next run.AppWeb
- Eight-year retentionInvoices, receipts, payments and bookings are not deleted automatically while your space runs. 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
- Invoices are delivered after they are createdThe month-end run creates the invoices. Selfdesk then issues, renders, emails and collects them step by step, and the invoice list shows how far each one has got.AppWeb