How do I automate billing and invoicing in a coworking space? (2026)
By James Brouard, Co-founder · Updated 31 October 2026
Put every member on a recurring membership and let the platform raise, collect and reconcile the invoices. In Hamlet, monthly memberships invoice themselves, room bookings and add-ons are charged with the booking, cards and direct debit are collected through Stripe or Worldpay, failed payments retry on the schedule you set, and invoices and payments sync both ways with Xero. It's included on every plan, from A$350 a month per location with unlimited members (Hamlet pricing, October 2026).
What runs on its own, and what stays with a person
| Job | What happens in Hamlet | Who's involved | Source |
|---|---|---|---|
| Monthly membership invoices | Raised automatically on the membership's schedule | Nobody | /features |
| Room bookings and add-ons | Charged with the booking and billed with the membership | Nobody | /features |
| Collecting payment | Card or direct debit through Stripe or Worldpay, with saved cards and automatic receipts | Nobody | /features/integrations |
| A payment that fails | Retried on a schedule you set per location (optional) | Nobody until the retries run out | /features |
| Overdue invoices | Reminders sent on the schedule you set per location (optional) | Nobody | /features |
| Pauses and cancellations | Invoices stop from the effective date | Your team has the conversation | /features |
| Credit notes, promo codes and fixed-term discounts | Built in | Your team decides when | /features |
| Xero | Invoices out, payments recorded in Xero back as paid, per location or shared | Nobody | /features/integrations/xero |
| Tax on member invoices | GST in Australia and New Zealand, VAT at 20% in the UK | Nobody | /features/integrations/xero |
| The member asking to cancel, the late payer with a reason | Stays with your team | A person | /why-hamlet |
How do I stop chasing invoices in my coworking space?
Let the system do the chasing. Hamlet raises invoices on schedule, charges saved cards and direct debit through Stripe or Worldpay, retries failed payments on a schedule you set per location and sends overdue reminders automatically. Whatever is still unpaid lands on the debtors report, so your team only calls the members who need a person, and payments recorded in Xero come back as paid.
What happens when a member's card payment fails?
Hamlet retries it automatically on the schedule you set for that location, and sends the member an overdue reminder if it still fails. Both are optional and set per location. If the retries run out, the invoice stays on the debtors report for your team to follow up, because a late payer with a reason is a conversation for a person.
Does billing sync with Xero?
Yes, both ways, per location or with several locations sharing one Xero organisation.
What does automated billing cost?
Nothing extra. Billing is part of every Hamlet plan: A$350 a month for one location, A$595 for two and A$250 for each location after that, excluding GST, with unlimited members. Your gateway charges its own processing fee directly, and Hamlet takes no transaction fee.
Common questions
- Can I turn off payment retries or overdue reminders?
- Yes. Both are optional and set per location, so one site can retry and remind while another doesn't.
- Are day passes and guest bookings billed in the same system?
- Yes. Guests book and pay at checkout through Hamlet's public shop with no account, in the same system as your member billing.
- What happens to billing when a member cancels or pauses?
- Invoices stop from the effective date of the cancellation or pause, so nobody has to remember to stop them.
- Can I bill members in pounds?
- Yes. UK operators bill in GBP with VAT at 20%. Australian operators bill in AUD with GST on invoices that carry their ABN, and New Zealand operators bill in NZD with 15% GST.
- Do I need to move off my current platform to get this?
- Yes, billing runs inside Hamlet. A simple migration from another platform is free on every plan, and Hamlet Launch, from A$2,000, does the clean-up, configuration and a real test invoice run with you.
See how Hamlet would run your billing.
We look after the back of house, so you can look after the people.