# Agreement billing and collections

> Invoice after signing, set up recurring invoices from signed terms, ask the payer to save a card, and fix collections that need attention.

Canonical: https://help.spacebrain.ai/agreements/billing-and-collections/
Last modified: 2026-09-25T00:00:00.000Z

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.

> **Note — Signing and paying are separate**
>
> A signed agreement does not mean you have been paid. Check the invoice or transaction in [Payments](/payments/transactions-and-refunds/) to confirm money arrived.

## Before you begin [#before-you-begin]

* Connect a ready payment account in **Payments → Settings**. See [Set up payment accounts](/payments/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](/agreements/quotes-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 [#where-to-find-it]

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

## Choose how to collect [#choose-how-to-collect]

In **Collection**, pick one option:

| Option                                          | What happens after signing                                                                                |
| ----------------------------------------------- | --------------------------------------------------------------------------------------------------------- |
| **No payment requested**                        | Nothing. Use this for agreements without money.                                                           |
| **Create invoice manually after signing**       | You create a draft invoice yourself when ready.                                                           |
| **Create payable invoice after all signatures** | An invoice is created and made payable as soon as the last signer signs.                                  |
| **Recurring invoices after signing**            | A repeating invoice schedule starts. Shown where supported.                                               |
| **Save a card only — no charge**                | The payer saves a card for later. No quote, invoice, deposit or charge is created. Shown where supported. |

## Set up a one-off invoice after signing [#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 [#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 [#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 [#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 [#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 [#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 [#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](/payments/payment-links-and-subscriptions/).
* **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 [#faq]

### Can someone who doesn't sign pay the invoice? [#can-someone-who-doesnt-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? [#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 [#next-step]

[Send to many contacts and review reports](/agreements/bulk-sending-and-reports/).