Invoices and credit notes that issue themselves

An invoice for every card payment

When a payment arrives, the invoice is issued at once: for a booking, an hour pack, a gift card or a member plan payment. You don't press anything, and a payment that is confirmed twice (by the payment page and by Stripe's notice) still gets one invoice.

A booking invoice lists what was bought: the room time (one line per rate when a booking spans peak hours or uses a block price), each paid extra, and the discount code or gift card used. It covers what was paid by card; hours taken from a plan or a pack are not invoiced again.

• Bookings, hour packs, gift cards and member plans
• One line per rate and per extra
• Discounts and gift card payments shown on the invoice
• Numbers in sequence, with your own prefix

Your seller details and VAT rate

The owner enters the studio's seller details once: company name, registry code, VAT number, address and the VAT rate in percent, or 0 if the studio is not VAT-registered. Prices in Ruumio include VAT, and each invoice shows the amount without VAT, the VAT and the total.

The details are copied onto each invoice when it is issued. If you change your address or VAT number later, new invoices use the new details and the ones already issued stay as they were. What rate applies to your studio is a question for your accountant; Ruumio uses the rate you enter.

Credit notes on refunds

Every refund issues a credit note against the original invoice: a cancellation within your policy, a refund you make from the admin, or one made in the Stripe dashboard. Partial refunds get a credit note for the amount refunded, several refunds add up, and a credit note never goes above what was invoiced. It keeps the VAT rate of the invoice it corrects and names that invoice's number.

Company accounts with monthly invoices

A company's people can book on its account. The booking is confirmed straight away without a card payment, and at the end of the month the company gets one invoice for all its bookings, with a due date from the payment term you set, an Estonian reference number, your bank account and a link to view the invoice online. It goes by e-mail to the company's invoice address and its managers.

You can also issue the invoice before the month ends. When the money arrives, you mark the invoice paid; an unpaid invoice past its due date shows as overdue. A late cancellation on a company booking is billed at the share your cancellation policy keeps.

What members and companies see

Members find their invoices in their account, can open and print them, and can add company details so that invoices from then on are made out to their company. A company manager sees all of the company's bookings and invoices on the company page.

Exports for your accountant

The invoices page lists a month's invoices and credit notes with the totals without VAT, VAT and with VAT. One click downloads them as a CSV: date, number, kind, customer, registry code, VAT number, amounts, VAT rate, currency and payment reference, ready to import into accounting software.

Reports add the picture behind the money: bookings, booked hours, use of opening hours, card payments and refunds, and cancellations for a period and a room, with CSV files of the bookings and a summary per member.

Questions