🧾 Complete Billing Guide

1. Introduction

On Witco, it is possible to generate :

• One-time invoices for:
  • the reservation of paid resources or additional services (e.g., catering, cleaning, etc.) from the Reservation module;
  • the purchase of goods/services on the Marketplace;
  • any one-time service for tenant companies (e.g., furniture replacement) from the Companies module.
• Recurring invoices (monthly or quarterly) related to tenant rents or any service requiring multi-month invoicing (e.g., work in private areas).
• Credit notes.

1.1 Where is the Billing module?

There is no standalone "Billing" module. Billing features are distributed across several modules:

• From the Companies module, an admin can:
  • create new companies and configure:
    • billing information,
    • credit balance,
    • authorized outstanding limit,
    • automatic* and manual payment methods,
    • contracts and associated items.
  • view invoices for all companies,
  • export them as PDF or Excel,
  • perform bulk actions (resending pending invoices, updating the Catalog module).
• The Catalog module provides a centralized view of all goods, services, and resources offered on the platform.
• The Marketplace module also allows viewing and exporting invoices that are exclusively directed to individuals.

ℹ️ Quote creation and refunds are not available on the platform.

1.2 Who is billing for?

Invoices can be issued for:

• An individual: e.g., purchase of a fruit basket from the Marketplace, or room reservation paid by credit card from the Reservation module.
• A company: e.g., monthly rent invoice, or meeting room booking using company credits or outstanding balance.

ℹ️ It is not possible to issue an invoice for an admin, as admins cannot belong to a company.

1.3 How can invoices be paid?

1.3.1 Payment methods for a resource

Defined at:

• the level of the resource,
• the company profile.

A resource can be paid for using:

• Credit/debit card*,
• Credits,
• Company outstanding balance,
• Offline payment (e.g., card terminal at the front desk).

👁 *The credit/debit card payment option is only shown if a payment integration is configured.

🔐 Rights must be configured in the Roles and Rights module.

1.3.2 Company payment methods

A company can pay:

• Automatically: by credit card (Visa, Mastercard, Amex), or SEPA (Stripe only),
• Manually:
  • Bank transfer — name, surname, and IBAN of beneficiary must be provided,
  • Cash — instructions must be defined,
  • Check — instructions must be defined.

1.3.3 Setting up automatic payment

For automatic billing to work:

1. The payment method must be added by an "office manager" of the company.
2. That user must have the rights:
   • "View the Companies section"
   • "View the Payment Methods subsection"
3. The payment method must be marked as default.

1.3.4 How automatic payment works

• If all the rules are correctly configured, the invoice status automatically changes to Paid.
• If payment fails (e.g., declined by Stripe), the status becomes Declined.

1.3.5 How manual payment works

• If a payment integration (e.g., Stripe) is active: payment can be made by card and status will be Paid.
• If no integration: the invoice status must be manually updated based on the external payment.

2. General Billing Configuration

2.1 Creating a recurring invoice

📐 A contract is required to enable automatic invoice generation.

🧠 It is strongly recommended to conduct a testing phase with the CSM if monthly or quarterly billing is planned.

2.1.A Contract creation

Contract settings are managed in steps 6 and 7 of the company creation process in the Companies module.

• Step 6 (Contract Info):
  • Contract label
  • Company move-in date (mandatory, even if no billing expected)
  • Move-out date (optional if unknown)
  • Enable prorated billing lets tenants start mid-month
  • Start payments later lets you delay first billing (e.g., offer free first month)

⚠️ No prorating is available for move-out.

👉 To add one or more items to a contract, select them under “Locations” from the dropdown list. This list pulls from all existing Company-type products in the Catalog module.

⚠ Only Company-type products appear in contracts. Reservation or Marketplace items do not.

• Step 7 (Contract Options):
  • Add temporary options (e.g., a 3-month renovation).

☑ Once the contract is active, monthly or quarterly invoices will be generated accordingly.

ℹ Any modification to the contract will only affect future invoices.

2.1.B Monthly billing

• Used to schedule fixed-date automatic invoice generation (e.g., rent).
• Invoices can be set to generate on the 28th of each month, with a due date on the 5th of the following month.
• Entry fees and deposits can also be configured. They will be billed once only during company creation, and issued as a draft invoice.

2.1.C Quarterly billing

• Bills three months in advance. Example: if billing is set to the 20th of the previous month with a due date on the 30th:
  • Invoice is generated December 20th
  • Billing period: January–February–March
  • Due date: January 20th (30 days later)

2.2 Creating a one-time invoice

Go to the Company profile → Create invoice/credit note Invoice tab

• You may enter a product manually under “Item” (note: it won't be added to the Catalog).
• All types of products are supported here (Company, Reservation, Marketplace).
• Discounts can be added in € or %.
• The invoice can be saved as a draft or sent directly.

2.3 Creating a credit note

Go to the Company profile → Create invoice/credit note Credit note tab

• For recurring billing, the credit note will automatically be deducted from the next invoice.
• For one-off invoices, it must be applied manually.

2.4 Accessing invoices

Admin:

• Access invoices via Companies → Invoices tab
• View all invoices by status, search by invoice number
• Export in PDF or Excel format
• View individual occupant invoices in the Occupants module (filtered by “Reservation & Marketplace” or “Rent payment”)

Occupant:

• If authorized, invoices can be viewed in Administration → Invoices tab
• Personal invoices available in Wallet → All transactions

3. Credits and Outstanding

🪙 Credits are used to limit the number of bookings per company, especially in multi-tenant or coworking environments.

3.1 Credit prerequisites

To enable the credit system, the following 3 prerequisites must be met:

1. The client must define the value of a credit (e.g., 1 credit = €X). This is done in the Companies module → Credit Settings.
2. At least one resource must be payable with credits (from the Marketplace or Reservation module).
3. The “use credits” setting must be enabled in the Companies module in the back office.

⚠️ If any of these three are missing, you won’t be able to assign credits to companies.

3.2 Assigning credits

To assign credits automatically every month, go to the company profile → step 3 (Site Credits) and click Add credit line.

• Set the number of monthly credits
• Select the services that employees can access with credits (e.g., printing, if integrated)
• Decide whether unused credits roll over to the next month or not

3.3 Using credits

• Once assigned, users with appropriate rights can book resources payable in credits.
• In case of a cancellation, credits may be refunded depending on the policy set by the admin.

🔄 For refunded credits to be reusable across all resources, each resource must allow credit-based refunding in the payment settings (Step 5).

3.4 Company outstanding balance

In step 4 (Site Outstanding) of the company creation form, the outstanding balance can be defined as a payment method. Only the limit needs to be configured.

This allows employees to use paid resources up to a certain limit (e.g., €1000 incl. tax/month). These are invoiced the month following the booking.

⚠️ The invoice is based on the booking date, not the usage date.

Example: If a meeting room is booked on August 1^st for September 1^st, the invoice will be issued October 1^st.

4. Best Practices

Contracts

• Keep track of contract modifications,
• Maintain a history of changes.

Invoices

• Check all generated invoices,
• Verify automatic payments,
• Monitor unpaid invoices.

Communication

• Inform clients of any changes,
• Document any specific processes.

5. Common Issues

Invoice not generated

• Check the user’s role — do they have the right permissions?
• Is the “rental payment” option activated?
• Are the billing settings (e.g., invoice issue date) correct?

Automatic payment not processed

• Is the user linked to the company?
• Is a default payment method set?
• Are the due dates properly configured?

Incorrect amounts

• Check the prorated setting
• Review the contract start and end dates
• Confirm the billing options selected
• Is a default payment method set?
• Are the due dates correctly set?