Contents
What is the invoice statement?
How to find the invoice statement
How to read the document
How your fees are settled
Frequently Asked Questions
What is the Invoice Statement?
The invoice statement is a monthly document that brings together all BookSpot fees for the period in one place. It replaces the previous monthly invoice with an Excel specification. The statement shows the total fees for the period and any remaining amount due, if applicable.The statement includes:
Types of fees – booking fees, sold gift vouchers, SMS fees, recurring fees, and other charges.
How each fee has been settled – deducted at payment, deducted from an Adyen payout, charged to a card, or invoiced. If all fees have been settled automatically, this will be clearly indicated and no payment will be required. In these cases, the monthly amount will be shown in grey.
VAT summary – displays the VAT associated with the fees for the period.
Note: The statement is generated on the 10th of the following month and is emailed to the addresses registered as invoice recipients on your account, as well as to the account owner. If you receive invoices through Fortnox, the statement will be sent once the Fortnox invoice has been generated, ensuring that the OCR reference number is included.
How to Find Your Invoice Statement
As an administrator, go to Reports > Invoices in the left-hand menu.
Each month is displayed as a separate row. The Amount column shows any outstanding balance still to be paid. If the fees have been settled automatically, this will be indicated. Where no payment is due for a particular month, the monthly fee will be displayed in grey.
In the Receipt column, you can find proof of how the month’s fees were paid: a Stripe Receipt if the fees were collected automatically from a payment card, or an Invoice if the invoice was issued through Fortnox.
In the Specification column, click Download and choose either PDF or Excel. The PDF provides a simple accounting record, while the Excel file contains the same information in a format that is more suitable for analysis and reporting.
How to Read the Document
Section 1 – Summary
The box Amount Due displays the only amount that needs to be paid. Under the heading Your BookSpot Fees for [Month], you will see:
Total fees for the month.
Any amounts already settled and deducted.
Any remaining balance due.
Payment instructions, including PlusGiro, IBAN and the due date, or a reference to the Fortnox invoice with its OCR number.
Section 2 – Breakdown
The Fees by Type section shows:
The total cost for the month, broken down by fee type.
Settlement by Channel, showing how the fees were paid, including the reference and date of each Adyen transfer.
VAT Summary, showing VAT by rate. If you use Adyen, Adyen Transaction Fees are also listed at the bottom. These are Adyen’s own charges and are not included in the BookSpot fees.
Section 3 – Detailed Specification
This section contains one line per fee, showing the date, type, description, order number, booking value, fee amount, and how that specific fee was settled. These entries can be reconciled against Adyen payout reports or the receipt for any card payment.
Note: Only pay the amount shown in the Amount Due box. Any amounts listed under Already Settled have already been deducted from your Adyen payouts or charged to your payment card and should not be paid again.
Example 1: Fully Settled Automatically
Example 1: Fully Settled Automatically
The fees for the month total SEK 4,475 including VAT. SEK 2,625 was deducted at the time of payment, and SEK 1,850 was deducted from the Adyen balance on the day before payout.
The Amount Due box shows SEK 0, and the list is marked Settled Automatically. No further action is required.
Example 2: A Balance Remains to Be Paid
Example 2: A Balance Remains to Be Paid
The fees for the month total SEK 7,301 including VAT. SEK 4,301 has already been settled through the Adyen balance.
The Amount Due box shows SEK 3,000. This is the total amount payable for the month. Payment details are provided either directly in the statement or via the Fortnox invoice.
How Your Fees Are Settled
The settlement method used depends on how your account has been configured. The statement will always show which method was used for each fee:
Deducted at Payment – For payments processed through Adyen, the fee is deducted at the point of purchase and never reaches your balance.
Deducted from Adyen Payouts – For accounts using Adyen balance settlement, accrued fees are deducted from your Adyen balance on the day before the weekly payout. The BS-FEE- reference shown on the statement can also be found in Adyen's payout report.
Charged to Card – With automatic card payments enabled, fees are settled by charging the payment card registered on your account. The card payment receipt can be found in the Receipt column.
Invoice – Fees that have not been settled through any other method will appear in the invoice section of the statement, or on a separate invoice issued via Fortnox if that option is enabled.
Would you like to avoid invoices altogether? Enable automatic card payments. Read more here.
Questions & Answers
It says "Automatically Settled" but there is no amount to pay. What does this mean?
It says "Automatically Settled" but there is no amount to pay. What does this mean?
All of the month's fees have already been deducted either from your Adyen balance or charged to your card. The amount shown in grey is the total fee for the month and is provided for informational purposes only. There is no payment due, and no further action is required from your side.
Should I pay the amount shown under "Total Fees"?
Should I pay the amount shown under "Total Fees"?
No. Only pay the amount shown in the "Amount Due" box. Total Fees shows the total charges for the month, including any fees that have already been settled automatically.
Where can I find the receipt for this month's card charge?
Where can I find the receipt for this month's card charge?
You can find the receipt in the "Receipt" column on the relevant month's row under Reports > Invoices. If multiple card charges have been made during the same month, all related receipts will be available there.
Why is the most recent month marked as "Preliminary"?
Why is the most recent month marked as "Preliminary"?
The final statement is generated on the 10th of the following month. Until then, you can download a preliminary statement showing the same figures. Once the final statement has been generated, the "Preliminary" label will be removed.
We receive our invoice through Fortnox. Where can I find it?
We receive our invoice through Fortnox. Where can I find it?
The invoice is sent separately via Fortnox, as before. The fee statement refers to it through the OCR number listed under "Payment Instructions", and the "Invoice" link in the "Receipt" column will open the invoice directly.
The statement shows a credit balance. What should I do?
The statement shows a credit balance. What should I do?
Nothing. A credit balance occurs when refunds exceed the fees for that month. The credit will automatically be carried forward and offset against fees on a future statement.