Billing & Invoices

9 articles

  • 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…

  • 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…

  • 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,…

  • 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…

  • 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…

  • 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…

  • 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…

  • 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…

  • 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…