Billing & Invoices
26 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
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. The member's credit will be used on any subsequent charges and will supersede the payment source on file…
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: Under the member's profile, go to the Settings tab - check the box Allow Member to Pay Offline to convert them from auto-billing to auto-invoicing. They will still be…
https://docs.proximity.space/index.php/articles/offline-payments
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Handling Payment 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 & Changes for Members/Users
Made a change mid-Renewal Date cycle and need to bill your member? Skip to section Recurring Memberships: The system will automatically bill the member on their Re newal Date . Their payment will process around the same time of day each month. Billing for members is spread out throughout the day. Example: All members with a Renewal Date of 3/15 will be billed between 12:01am and 11:59pm on the 15th. The system will automatically…
https://docs.proximity.space/index.php/articles/how-does-billing-work-for-members
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Charging Sign-up Fees & Deposits on Memberships
Any Membership/User Group can 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 so that you know what you need to return to a member. You can also add deductions to a deposit and record any portions you have returned directly on the member's edit membership…
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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/user'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 notes 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". Click Save to enable gift cards. Buy a Gift Card After gift cards are enabled, a little gift icon will show up on…
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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…
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Reservation Density Report
The Reservation Density Report can be used to find an hourly overview of how much your resources are being used within a certain timeframe. This can help you find out the busiest and least busy hours of the day for your resources. Navigate to Reports > Reservation Density . Select the year. Select the week. If you have more than one building or floor, you can filter by one or more of those options. (Workplace…
https://docs.proximity.space/index.php/articles/reservation-density-report
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Can I bill all of my members on the first of the month?
If consolidated billing is enabled, all new memberships will be set to bill on the same day each month. Members signing up will be prorated at sign-up for partial months. Note: This will not impact existing members. Existing members will need to be updated and prorated manually. To enable consolidated billing, navigate to your dashboard > Settings > General . Under Space Options, tick the box next to Try to charge recurring bills on the…
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Can I (or my member) manually charge a member for an unpaid invoice?
Space Manager/Owner Use From the Dashboard, navigate to Manage Members/Users > Member/User List and search for the member. From the members Billing tab, locate the Unpaid invoice, hover over the ••• Action Dots, and click Manage . From the upper right side of the page, click the Close button and select the box that reads " Charge for the remaining balance now". Select Close Invoice . Member Use Your member can also view and pay…
https://docs.proximity.space/index.php/articles/can-i-manually-charge-a-member-for-an-unpaid-invoice
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Where can I find member/user invoices?
You can find a specific invoice for a member by navigating to your dashboard > Manage Members/Users > Member/User List > Select the member. Select Billing . Here, you will find every invoice for that member. To manage the invoices, navigate to the Actions column and click the three dots (•••) next to the invoice or the "Manage" button.
https://docs.proximity.space/index.php/articles/where-can-i-find-member-invoices
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How Fees for Refunds Work
When a transaction occurs (for example $100) the member is billed $100, and the space receives a portion of this minus processing fees—in this case $0.30 + 2.9%—so the space's portion is $96.80. If that transaction is refunded, Stripe withdraws $96.80 from the space but returns the full $100 to the member. Stripe charges for this gap created by the processing fees. At this point the space balance on this transaction is $0.00 and Proximity's…
https://docs.proximity.space/index.php/articles/how-fees-for-refunds-work
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Taxes
If your space is in an area that requires you to collect taxes, you can create and edit taxes from Settings > Taxes for your membership rates, add-ons, custom charges, and resource prices. Add a tax to any billable item from its settings: Start by selecting the billable item you want to add a tax to, then selecting a tax and clicking Add, under the Taxes section. You can add multiple taxes to any billable…
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How Payment Processing Works
Proximity uses Stripe to process the payments billed through our system. All money is paid directly to Proximity and then transferred, minus any app fees, to the coworking space. Refunds happen in the opposite order: We reverse the transfer from the space and refund the money back to the member's account. Troubleshooting If the customer does not see the refund in their bank account, there are a few things to check (in order): Refunded Correctly: …
https://docs.proximity.space/index.php/articles/how-payment-processing-works