With customer balances, you can first collect invoice drafts from bookings, manual invoices, and optionally subscriptions on an open balance instead of finalizing each item immediately. At the end of the billing period, anny turns them into one consolidated invoice. This feature is especially helpful for B2B setups with recurring bookings, several employees under one company, or a centralized accounting team.
Who is this feature suitable for?
Customer balances are mainly suitable for admins and providers who want to bill multiple bookings or recurring services together. The feature is especially useful when each booking should not be invoiced individually right away.
For coworking spaces that want to invoice several employees of one company together
For companies with centralized invoice approval and one invoice per billing period
For providers with recurring bookings, additional charges, or manual follow-up billing
For setups with communities where only selected customers may book onto a balance
For subscriptions and ongoing services that should be included in one shared billing process
What changes with this feature?
Customer view
Customers do not necessarily receive a final individual invoice immediately. Their items can first be collected on a customer balance.
Depending on the service payment setting, customers either see no extra option in checkout or they see an option to place the booking on the customer balance.
Confirmation emails clearly show which billing period an item belongs to and when the consolidated invoice will be created.
If customer balances are visible in the customer area, customers can see open balances and the related period under Home.
Admin view
Under Billing, there are additional customer balance settings such as period, delay, thresholds, or permissions.
Invoice drafts remain traceable, but are consolidated later into one single invoice.
You can manage balances either per person or per company.
You stay in control because you can still finalize individual invoice drafts early, add items to a balance manually, or move them to another balance.
Important: Customer balances are available starting from the Business plan. Online payment is not required. If you also offer online payment, the later payment flow is often simpler and more automated for customers.
Where can you find the feature in anny?
You can find the main configuration in your organization under Settings > Billing > Customer balances.
There, you define for example:
the billing period
the number of days after period end until automatic billing
whether balances are grouped per person or per company
limits for individual orders or for the total balance
whether only admins or only specific communities may use the feature
whether subscription invoices should be included
Other relevant areas in the product are:
Invoices, to track invoice drafts, balances, and consolidations
Companies, to see open balances on company level
checkout, if customers are allowed to choose between paying immediately or booking onto a customer balance
How the logic works
For every booking or manual invoice, an invoice draft is still created as usual. The basic billing logic does not change.
This invoice draft is assigned to an open customer balance. The relevant invoice timing matters here. By default, this is often the booking time. If a service is configured to bill only at booking start, the item is assigned to that later billing period instead.
Customer balances can be managed per person or per company. If you group by company, anny tries to assign matching companies automatically, for example based on the entered company name and, if available, a non-generic email domain.
On the billing date, all linked invoice drafts are consolidated into one combined invoice. The individual drafts stay linked to that invoice for traceability.
You can also control the flow in several ways:
With “Maximum order amount for balance”, you prevent large single orders from being billed later.
With the “Automatic billing threshold”, you trigger a consolidated invoice as soon as a balance reaches a defined total amount.
With the “Minimum amount”, very small outstanding amounts are pushed into the next period.
With “Only bookings created by admins” or a community restriction, you define who is allowed to book onto a customer balance at all.
If you include subscription invoices, their payment timing shifts to the end of the relevant billing period.
If needed, you can finalize invoice drafts early or move them to a different balance.
Practical examples
Example 1: Coworking space with company balance, community restriction, and subscription invoices
Example 1: Coworking space with company balance, community restriction, and subscription invoices
A coworking space wants to invoice all bookings and subscriptions of one company together every month. Only members of the “Members” community are allowed to book onto a customer balance.
Open Settings > Billing and enable Customer balances.
Set the billing period to monthly and the delay to 3 days after period end.
Enable Group balances by company and Include subscription invoices.
Restrict the feature to the Members community and set a maximum order amount of 250 euros.
In June, let three employees from Figma book desks, one meeting room, and one monthly subscription.
Check under Companies > Figma that all items are collected in the open customer balance for June.
At the beginning of July, open the customer balance and review the period, amount, and included items.
Let the consolidated invoice be created automatically on July 3, or finalize individual invoice drafts manually beforehand if you want to bill earlier.
In this scenario, customers only see one consolidated invoice for the company in the end. Admins still keep control over individual drafts, thresholds, and payment timing. If a saved payment method already exists for a subscription, the later consolidated invoice can also be paid automatically.
Example 2: City administration with a consolidated invoice without online payment
Example 2: City administration with a consolidated invoice without online payment
A city administration wants to bill several room bookings together every month, but does not use online payment. The invoices should still be bundled through customer balances.
Enable Customer balances under Settings > Billing.
Choose monthly as the billing period and set automatic billing to 5 days after period end.
Enable Group balances by company so that bookings from different employees end up on one shared consolidated invoice.
Add an invoice email address for City of Musterstadt so the consolidated invoice is sent to the right place.
In May, let two employees book a sports hall and a meeting room independently.
Check in the company view that both invoice drafts are assigned to the open customer balance of City of Musterstadt.
At the beginning of June, review the consolidated invoice for the period from May 1 to May 31.
Send the combined invoice to the administration instead of tracking two individual invoices separately.
In this scenario, the billing flow also works without online payment. Customers or employees book as usual, while the accounting team receives one central consolidated invoice at the end.
When is the feature useful?
Customer balances are especially useful:
when several bookings within one period should be billed together instead of individually
when several employees of one company should appear on one invoice
when you want to allow trusted customers or community members to pay later
when you want to include additional charges, manual invoices, or subscription invoices in one shared billing flow
If you need every booking to be finalized immediately, a classic single-invoice process is often the better choice.
FAQ
Do I need online payment enabled for customer balances?
No. You can enable and use customer balances without online payment. Online payment can still be helpful if customers should pay the later consolidated invoice more easily or if existing payment methods should be charged automatically.
When does a customer balance turn into a consolidated invoice?
The consolidation happens at the end of the selected billing period plus the configured delay. A consolidated invoice can also be created earlier if you have set an automatic billing threshold.
Does each individual booking in the customer balance get its own invoice number?
No. The final consolidated invoice receives the official invoice number. The individual invoice drafts stay linked for traceability, but they are not separate final invoices.
Can I exclude specific resources from customer balances?
Not directly through a dedicated resource-level customer balance setting. The feature is mainly controlled through the global customer balance settings, the service payment settings, limits, and permissions.
Who receives the consolidated invoice for a company balance?
If the company has its own invoice email address stored, the consolidated invoice should be sent there. If that information is missing, it is sent by default to the first person linked to the company.
Troubleshooting
Problem: A booking is not assigned to the company balance.
First, check whether “Group balances by company” is enabled and whether the booking really uses the same company. Different company names or differing domains can cause anny to treat them as separate companies.
Problem: A large booking is billed immediately instead of being placed on the customer balance.
This is usually expected behavior caused by the configured maximum order amount or by an automatic billing threshold that has already been reached.
Problem: Small remaining amounts are not billed.
If a minimum amount is configured, very small open amounts are carried over into the next period until the minimum amount is reached.
Problem: A subscription invoice is paid later than before.
If subscription invoices are included in customer balances, payment moves to the end of the relevant billing period. This is not an error, but part of the consolidated billing logic.
Problem: The consolidated invoice is sent to the wrong person.
If no invoice email address is stored on company level, the consolidated invoice is sent by default to the first linked person. For company balances, it is therefore best practice to always store one central invoice email address.