Manual Payments: A payment option for Regular Customers

We’re introducing Manual Payments as a new invoicing option for regular customers. This feature allows customers to opt out of automatic payments and instead manually pay their invoices each month.

While this offers more flexibility for customers who prefer not to store payment details or those signing up for free bookings, it’s important to note that this process involves additional steps for customers to pay their invoice each month, and a slower payment reconciliation process.

Therefore, the team at SpacetoCo recommends using the automated payment workflows for as many customers as possible.

What’s changing?

Previously, regular customers were required to enter payment details during signup to complete their booking process. With the introduction of Manual Payments, entering payment details is no longer mandatory at the signup stage. Instead, customers who choose this option will pay their invoices manually each month.

Why choose Manual Payments?

For customers who don’t want automated payments: Some regular customers prefer not to store their payment information on the platform. The Manual Payments option gives them full control over when and how they pay their invoices each month.

For free bookings: If regular customers are booking spaces for free (such as internal staff), they no longer need to input payment details just to complete the signup process.

How do enable Manual Invoicing?

Head to your account preferences area and toggle 'Regular Manual Payments' on.

Share the link (for new signups)

Head to your regular customer management area and you'll see a new option when copying the link to your application form. This link looks slightly different to the standard form link, and should only be shared with specific customers who need to signup up to the manual payment workflow.

The next popup will allow you to copy the link to either the Manual Card Payment, or Manual Bank Transfer option. Both of these function in a similar way where customers need to pay manually at the end of each month. If unsure, it's best you ask the customer before sending them the link as to which method they would prefer. We always recommend the Manual Card payment option as this is the most secure and reliable method.

As the Host, you are in control. We've specifically put these manual payment methods behind unique links, so that you can work with the customer to find the best solution. It's always best if customers can signup using the standard application form with automated payments.

Once a customer has signed up using this method, there is nothing extra you need to do. Simply review their application like normal, and start adding bookings.

Converting an existing customer from automated to manual payments

You may have some existing customers that wish to swap to manual payments. Simply find their application in the regular customer management area and using the actions menu, click on 'Payment method'.

Follow the prompts to change them from automated to either Manual Card Payment or Manual Bank Transfer.

Caution: This action cannot be reversed by you as the Host. Only the customer can change themselves back to automatic payments.

Frequently Asked Questions

Will I still get paid on time?
This is very much outside of the control of SpacetoCo. As customers are now responsible for paying their invoices manually, it falls outside of our automated collection workflows where we automatically attempt up to 3 times. It's more likely that this method will result in you receiving the funds for bookings in the following months payout workflow.

Is there anything I need to do different for reconciling the payment each month?
No, SpacetoCo will handle this for you just like we do for automated payments. The only difference is that customers are paying the invoice manually, instead of us charging them automatically via their stored payment method.

Does the customer get notified if they don't pay their invoice?
Yes, once the invoice is issued on the 7th of the month, we notify them every 7 days until its paid. We also place a notice at the top of their SpacetoCo dashboard.

How do I know if the invoice is unpaid?
In the same way as all current unpaid invoices are visualised, through the invoicing section of the regular customer management area.

Can a customer request that someone else from their organisation pay the invoice?
Yes, we've set it up in a way that a customer can pass around the payment link for action - no need to login.

Can a customer change their payment method from automatic to manual?
No. Only you as the Host have control over this.