Agreement billing and collections

This guide shows you how to connect an agreement to payment, so billing starts as soon as everyone signs. You can create a one-off invoice, schedule recurring invoices, ask the payer to save a card, and fix collections that go wrong. It is for anyone who sends priced proposals or service contracts.

Before you begin

• Connect a ready payment account in Payments → Settings. See Set up payment accounts.
• You need access to Payments to see payment details on an agreement.
• Add a quote to the agreement, unless you only want to save a card. See Quotes, buyer options and conditions.
• Add the person who pays as a recipient on the prepare page. The payer can be a signer or a copy recipient.

Where to find it

Open the agreement. On the Overview tab, find the Payment card.

Choose how to collect

In Collection, pick one option:

Set up a one-off invoice after signing

1. In Collection, choose Create payable invoice after all signatures.
2. Choose the Payer.
3. Set Balance due (days after signing).
4. Optional: set a Deposit percentage (optional) if the payer should pay part up front.
5. Choose Save payment settings.

What you should see: before signing, the card shows Awaiting all signatures. After the last signature it moves through Preparing invoice to Payment due, then Paid once the provider confirms. On the signing page, signers see Continue to payment after the agreement is completed.

If you chose Create invoice manually after signing, open the agreement after signing, pick the Invoice payer and Invoice due date, then choose Create draft invoice.

Set up recurring invoices from signed terms

Use this for retainers and ongoing services, such as monthly bookkeeping.

1. In Collection, choose Recurring invoices after signing.
2. Choose the Payer.
3. Choose the Payment method:
   • Payer pays each invoice — each invoice is emailed and paid by the payer.
   • Automatic card collection — the payer adds a card and authorizes the schedule after signing.
4. Set the Invoice cadence: Weekly, Monthly, Quarterly or Yearly.
5. Choose when the First invoice is created: After everyone signs or On a scheduled date.
6. Check the Time zone. Optional: set a Last invoice date (optional) and a One-time setup fee.
7. Turn on Email invoices to the payer if Spacebrain should send each invoice.
8. Set Payment due (days after each invoice).
9. Choose Save payment settings.

What you should see: after signing, the card shows Recurring invoices scheduled. The schedule appears in Payments → Subscriptions. Use Manage schedule in Payments to pause, change or cancel it.

Ask the payer to save a card

With Automatic card collection or Save a card only — no charge, the payer is asked for a card after signing.

1. After the agreement is completed, the payer sees Review consent and add a card on the signing page.
2. They read the consent, then add their card on the provider's secure page.
3. Later they can return and choose Manage saved card.

The card shows Card setup after signing until this is done. Saving a card does not pay earlier invoices, and signing does not authorize charges by itself. The payer must separately agree to automatic collection.

Fix a collection that needs attention

When something blocks billing, the Payment card shows Needs attention with a message and the latest collection result. The agreement also appears in the Collection needs attention queue on All agreements.

1. Read the warning on the Payment card.
2. Choose Refresh payment status to get the latest result from Payments.
3. If the invoice was never created, fix the cause (for example, finish payment account setup) and choose Retry invoice setup.
4. If a payment failed, open the invoice in Payments. The payer can pay again from the same invoice link.
5. For recurring schedules, choose Manage schedule in Payments to review the schedule.

Do not create a second agreement or invoice to "try again". That can bill the customer twice.

Replacing signed terms

To change a recurring price after signing, first cancel the previous schedule in Payments, then create an amendment or new agreement with the new terms and a future start date.

Worked example: monthly bookkeeping retainer

1. The quote has "Monthly bookkeeping" and a one-time setup fee.
2. Collection is Recurring invoices after signing, Payment method is Payer pays each invoice, Invoice cadence is Monthly and First invoice is After everyone signs.
3. The client signs. The setup fee and first monthly invoice are created.
4. Each month a new invoice is emailed. Late invoices show under Collection needs attention.

If something goes wrong

• "Payment details require Payments access." Ask an admin for Payments permission.
• The recurring option is missing. It is not supported for your workspace or payment account. Use a one-off invoice or a Payments subscription.
• The payer is not in the list. Add them as a recipient on the prepare page first.
• The card shows Preparing invoice for a long time. Choose Refresh payment status. If it still doesn't change, choose Retry invoice setup.

FAQ

Can someone who doesn't sign pay the invoice?

Yes. Add them as a Receives a copy recipient and choose them as the Payer.

Does voiding the agreement cancel the invoice?

Check the invoice in Payments. Void or cancel it there if it should no longer be paid.

Next step

Send to many contacts and review reports.