Billing & Invoices
13 articles
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Creating and Managing Discounts
Discounts (or promotional codes) are a great tool to help fill empty desks and offer incentives to come in and use your space! Discounts can either be a percentage or a dollar amount, and they can be applied to both Memberships and Reservable Resources. Create a New Discount From the dashboard, navigate to Settings > Discounts > Select New Discount button in the upper right. Name CODE: (with no spaces) This is the…
https://docs.proximity.space/index.php/articles/creating-and-managing-discounts
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Issuing Refunds/Credits
Now you can issue a credit to your members in addition to a refund. This is a great way to make sure revenue stays in your space. It's also helpful for those times when a wrong date or time was booked and a member needs to turn around and correct the date, making the exact same charge again. (This happens a lot!) The member's credit will be used on any subsequent charges and will supersede…
https://docs.proximity.space/index.php/articles/issuing-refunds-credits
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Offline Payments
Do you have a member who can't use a credit card or bank account to pay for their membership? Offline payments will solve that problem! Now, these members can happily pay for their membership via a check, cash, or other offline payment sources! How it works: Check the box Allow Member to Pay Offline on the member's profile to convert them from auto-billing to auto-invoicing. They will still be invoiced on their regular billing schedule…
https://docs.proximity.space/index.php/articles/offline-payments
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Handling Disputes
Disputes occur when a member requests that their bank reverse a charge. There are a number of different reasons account holders can give the bank as to why they are disputing the charge, including suspected fraud or being denied a membership cancellation. Oftentimes, these reasons are different than what you might expect and are based on a member’s limited understanding of the dispute process. Don’t take it personally. Take the time to review every dispute,…
https://docs.proximity.space/index.php/articles/handling-disputes
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Processing Fees for Transactions
USA ACH (Bank Account) - 1% Credit/Debit Card - 2.9% + $.30 per transaction Offline - $0 as of December 1, 2020 Canada Credit/Debit Card - 2.9% + $.30 per transaction Offline - $0 as of December 1, 2020 Australia 1.75% + $.30 per transaction New Zealand 2.9% + $.30 per transaction Follow this link for more information on pricing . Please note: Currently, ACH processing is only available in the USA. Follow this…
https://docs.proximity.space/index.php/articles/processing-fees-for-transactions
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Billing for Members
Recurring Memberships: The system will automatically bill the member on their renewal date. This will happen every month around the same time of day. Billing for members is spread out throughout the day. For example: All members whose renewal dates are 3/15 will be billed before midnight on 3/16. The system will automatically attempt to bill the member four times before the member is downgraded to the default membership (community member.) After the first failed…
https://docs.proximity.space/index.php/articles/how-does-billing-work-for-members
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Charging Sign-up Fees & Deposits on Memberships
Many times the demands of operating a coworking space require additional capital to provide what your members need. Two methods to cover your expenses in an on-demand fashion are sign-up fees and deposits. Any Membership can now require a sign-up fee and/or a deposit when a member purchases their membership. The fees collected are transferred to you in the same way that your normal membership charges are. Proximity keeps track of the deposits you've received…
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Void, Close, or Collect Payment on Open Invoice
If an invoice has been left open as unpaid, the member has the option of paying the invoice on their end. Or as a space operator, you can choose to close the invoice, void the invoice, or bill the member's default payment source for the invoice. You also have the option of taking an offline payment for an open invoice, such as a check or cash. Void, Collect Payment, or Close an Open/Unpaid Invoice Navigate…
https://docs.proximity.space/index.php/articles/void-close-or-collect-payment-on-open-invoice
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Taking a Manual Deposit
Sometimes a deposit is not automatically billed . This can happen when a space operator changes an existing member's membership on the backend. You can now collect a manual deposit for a membership. Collecting a Deposit Manually Navigate to the member's Billing tab. Hover over Billing Actions and select Take Deposit. Enter the deposit amount and select Take Deposit. Please note: This will bill the member's default payment source immediately. The deposit cannot be…
https://docs.proximity.space/index.php/articles/charging-a-manual-deposit
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Returning or Deducting a Deposit
Marking a Deposit as Returned Navigate to the member's Billing tab. Hover over Billing Actions and select View Deposits. Select Return/Deduct Enter the amount that was returned to the member. Select Save Adjustment. Select Done. Please note: This does not return the funds to the member - it simply noting that the deposit has been returned to the member. Proximity cannot refund deposits due to limitations within Stripe/banks. You will need to refund the member…
https://docs.proximity.space/index.php/articles/returning-or-deducting-a-deposit
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What to do if my ACH bank account is declined as a payment method
Our billing system is capable of processing credit cards, debit cards and electronic checks (ACH). These payment methods have different rules set by the banks and ACH carries the tightest restrictions. If an ACH bank account is flagged as unusable it can be difficult to reactivate it, and all payment attempts will be automatically declined. There are a number of reasons a bank account may be flagged by the payment processor as unusable, like suspected…
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Gift Cards
Gift cards are a great way for visitors to share the gift of coworking with their friends or family! Enable Gift Cards In order to offer gift cards, you will first have to enable them. To do so, navigate to Settings > G eneral , and check the box "Offer Gift Cards". Hit Save to enable gift cards. Buy a Gift Card After gift cards are enabled, a little gift icon will show up in…
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I processed a refund in Stripe and my member never got it
You processed a refund in Stripe, and your Member never got it. What happened? The number 1 rule of Proximity is DO NOT REFUND YOUR MEMBERS IN STRIPE! Since you connect your Stripe account to Proximity via Stripe Connect, when you refund through Stripe, the refund goes back to Proximity, not your member. That's why we've made it easy for you to refund via the Proximity platform and the refund goes straight to your…