Set up payment accounts

This guide helps workspace owners and admins get Payments ready to take money. You will add your invoice details, set default reminders and connect a payment account. When you finish, the Payment account list on invoices and payment links will show an account you can use.

Before you begin

• You need permission to manage Payments. People without it see the message Ask a workspace Payments administrator to manage this connection.
• Have your legal business details ready: name, address, city, two-letter country code and any tax or registration ID.
• For Stripe, the person completing setup should be able to confirm the business identity and bank details. Stripe asks these questions, not Spacebrain.
• Allow pop-ups for Spacebrain. Stripe and Razorpay setup open in a separate window.

Where to find it

Go to Payments → Settings. The page is titled Settings and says "Configure your business identity and customer payment connections."

Step 1: Add your invoice identity

1. In Invoice identity, fill in Legal business name, Address, City and Country code. These four are required. Use a two-letter code, such as CA or US.
2. Add anything else your customers should see: Billing email, Phone, Tax / registration ID, Address line 2, State / province / region, Postal code and Logo URL.
3. Optional: set Invoice prefix and Next number, and the same for estimates. Numbers can go up but never down, so an invoice number is never reused.
4. Optional: add a Default memo and Default footer. They are copied to every new invoice.
5. Choose Save profile.

What you should see: "Invoice profile saved. Drafts can now be issued." If some details are still missing, the message tells you to add the rest before issuing.

Step 2: Set default invoice reminders

Reminders email customers about unpaid invoices. The settings here are copied into each new draft. You can still switch reminders off on a single invoice.

1. Turn on Enable reminders for new invoices.
2. Set Days before due (1–30) and Days after due (1–60).
3. Turn on Send a reminder on the due date if you want one on the day itself.
4. Check Timezone. Use a name such as America/Vancouver.

Step 3: Connect Stripe

1. On the Stripe card, choose Connect Stripe. If you started before, the button says Continue setup.
2. A new window opens. If your browser blocks it, choose Show window or allow pop-ups and try again.
3. Complete Stripe's questions for your business. The country you choose cannot be changed later.
4. Return to Spacebrain. The page updates by itself. Choose Refresh if the status has not changed.
5. Check the details line. You want Charges: Enabled, Payouts: Enabled and Webhooks: Configured.

What you should see: the card shows Ready and the message "Stripe is ready to collect invoice payments." Use Open Stripe to visit your Stripe dashboard.

Stripe statuses

Step 4 (optional): Connect Razorpay

The Razorpay card appears only in workspaces where it is available. If you see "Razorpay connection is not available for this workspace yet.", you cannot connect it for now.

1. On the Razorpay card, pick an Account mode: Test mode or Live mode.
2. Choose Connect Razorpay and finish sign-in in the new window.
3. Choose Check connection to confirm the status. Connected means the link works.

Connecting does not start charging anyone. The card tells you whether payment collection is turned on. At the time of review, Razorpay can be picked on invoices and payment links only when the account is in test mode, collection is turned on for it, and the currency is INR. It then appears as Razorpay — Test mode (INR).

To stop using Razorpay, choose Disconnect, then Confirm disconnect. Existing payment records stay. To fully remove Spacebrain's access, also revoke the connection inside Razorpay.

Admins also see a Payment recovery panel. It lists Razorpay payments that need another check. Choose Refresh to update it.

Commas

The Commas card shows whether your Commas account is ready. You manage it from Webinars, using Manage Commas connection. Commas is used for paid webinars and does not appear in the invoice or payment link account list. See Stripe and Commas.

How Spacebrain picks a ready account

Invoices, payment links, agreements and membership plans have a Payment account field. Before it shows any choices, Spacebrain checks each connected account and lists only those that are ready right now.

• While it checks, you see "Checking payment accounts…".
• Stripe is chosen by default when it is ready. It appears as Stripe — Live mode or Stripe — Test mode.
• If nothing is ready, you see "No payment accounts are ready for this payment." Finish setup in Settings first.
• If a saved account stops being ready, your earlier choice is kept but you are asked to choose another ready account or finish setup.
• If the check fails, choose Retry accounts. Only verified accounts are ever offered.

If something goes wrong

• The setup window never opened. Your browser blocked it. Allow pop-ups for Spacebrain, then choose Connect Stripe again.
• Stripe says Needs attention after I finished. Stripe may still be reviewing. Wait a few minutes and choose Refresh. If it stays, open Stripe and look for outstanding requirements.
• "Complete your payout details in Stripe before accepting payments." Add or verify the bank account in Stripe.
• I picked the wrong country or business in Stripe. Stop before taking payments and contact support. Do not create test charges on the wrong account.
• Razorpay is not in the Payment account list. Check that the invoice currency is INR, the account is in test mode and collection is enabled.

FAQ

Does Spacebrain see my bank details?

No. Stripe and Razorpay collect identity and bank details in their own windows.

Can I use a test account first?

Yes, if your provider offers one. Test-mode accounts are labelled in the Payment account list. Switch to a live account before billing real customers.

My agency manages our Stripe account. Can I change it?

No. An agency admin must make changes to an account shared from the agency.

Next step

Create and send your first invoice.