Invoices and Credit Notes
How Invoices Are Generated
Co-Desk creates invoices automatically:
- For bookings — when a booking is confirmed
- For memberships — on the billing day each month for each active subscription
You can also create invoices manually from Finance → Invoices for one-off charges.
Invoice Statuses
| Status | Meaning |
|---|---|
| Draft | Created but not yet sent or finalised |
| Unpaid | Issued — payment not yet received |
| Partially Paid | Some payment received, balance still due |
| Paid | Fully paid |
| Cancelled | Void — nothing is owed |
Finding Invoices
Go to Finance → Invoices. Filter by member, date range, or status. Click any invoice to see the full breakdown: line items, dates, tax, and total.
Editing an Invoice
You can edit a Draft or Unpaid invoice — adjust line items, add a note, or apply a manual discount.
Once an invoice is marked Paid, it cannot be edited. Issue a credit note instead.
Stripe Sync
If Stripe is connected, every invoice is automatically mirrored to your Stripe account. Payments made through Stripe update the invoice status in Co-Desk automatically — no manual reconciliation needed.
Issuing a Credit Note (Refund)
- Go to Finance → Invoices
- Open the paid invoice
- Click Issue Credit Note
- Enter the amount (full or partial)
- Save
For Stripe payments, the refund is processed to the member's card automatically. For cash or bank transfers, record the refund manually and arrange the transfer outside Co-Desk.
Credit notes appear under Finance → Credit Notes.
Common Questions
Can a member download their own invoices? Yes — members can view and download invoices from the Billing section of their member portal.
Can I bulk-generate invoices? Membership invoices are generated automatically on the billing day. One-off invoices must be created individually.
What happens if Stripe payment fails on billing day? The invoice stays Unpaid. The member receives a notification. Follow up to collect payment and reactivate the subscription if needed.