Payments

Payments is where you bill your own customers and see what they have paid. This page is for business owners and staff who send invoices, share checkout links or run repeat billing. It explains what each page does and the order to set things up.

Before you begin

• You need permission to manage Payments in the workspace. If buttons such as New invoice or Connect Stripe are missing or greyed out, ask a workspace admin.
• Check that you are in the right workspace or sub-account. Each one has its own payment accounts, invoices and customers.
• Have your legal business name, address, country and any tax or registration ID ready. These appear on every invoice.
• Decide which payment provider you will use. Stripe is the default. Razorpay and Commas appear only where they are available for your workspace.

Where to find it

Open Payments in the main sidebar. The pages are:

If your workspace uses the Gym add-on, the same Payments pages also appear inside Gym → Payments.

Set up Payments in this order

1. Open Payments → Settings. Fill in Invoice identity and choose Save profile. You must add Legal business name, Address, City and Country code before you can issue an invoice.
2. On the same page, connect a payment account. For most businesses this is Connect Stripe. See Set up payment accounts.
3. Open Payments → Overview. Read the readiness banner. If it offers Finish setup, follow it until the banner says Payments is ready to collect live customer payments.
4. Open Payments → Products and add the items you sell most often. This step is optional, but it saves typing later.
5. Create a small test invoice for yourself or a colleague. Follow Invoices and estimates.
6. Check the result in Transactions before you bill real customers.

What you should see

• The Settings item in the Payments menu no longer shows an attention dot after you save a complete invoice profile.
• The Overview banner confirms that Payments is ready.
• Your Stripe card in Settings shows Ready, with charges, payouts and webhooks all enabled or configured.
• A test invoice moves to Paid after the provider confirms the payment. It is normal for this to take a short moment after checkout.

Worked example: a coaching business

Maya runs a coaching business. She wants to charge new clients a one-off setup fee and then bill them every month.

1. She saves her business details in Settings and connects Stripe.
2. In Products she adds "Onboarding session" and "Monthly coaching".
3. She sends each new client an invoice for the onboarding session.
4. For the monthly fee she creates a Subscription with Frequency set to Monthly. Each month Spacebrain creates a normal invoice and can email it for her.
5. If she wants members to get benefits (for example, a set number of calls), she uses Memberships instead of a plain subscription.

Which provider pays out?

Your customer never chooses the provider. The payment account you pick on the invoice or link decides where they pay.

If something goes wrong

• I can't issue an invoice. Open Settings and complete every required field in Invoice identity, then choose Save profile.
• The Payment account list is empty. No account is ready yet. Finish Stripe setup in Settings, then choose Refresh on the Stripe card.
• A customer says they paid, but the invoice is not paid. Wait a moment and refresh. Then check Transactions. Do not ask the customer to pay again.
• I see Payments in a sub-account but the Stripe card says it belongs to the agency. The agency manages that account. Ask an agency admin to make changes.

FAQ

Does Spacebrain calculate tax?

No. You enter tax as a fixed amount on each invoice. Ask your accountant which tax to charge.

Does a paid invoice mean an agreement was signed?

No. Payment and signature are tracked separately. Check the signature in Agreements.

Can I collect payments without Stripe?

You can record offline payments, such as bank transfers or cash, on any issued invoice. Online card payments need a ready payment account.

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