# DeskOS documentation > DeskOS is coworking and flex space management software. Operators run seats and occupancy, memberships, billing, meeting rooms, visitors, access control and a whitelabel member app on it. The admin console documented page by page. This is the same documentation DeskOS customers read inside the product, so it describes actual behaviour rather than marketing claims. Docs index: https://deskos.net/docs/ Site overview: https://deskos.net/llms.txt Sections: 16 --- # Overview > Where you land, and the real-time picture of your space. ## Dashboard Your space at a glance, plus shortcuts into every module. Source: https://deskos.net/docs/dashboard/ The dashboard is the first page you land on after logging in. It pulls together everything happening in your space today: how full you are, who is checking in, which service requests are open, and what your sales pipeline looks like. When something needs attention, this is usually where you will spot it first. ![Admin dashboard](https://deskos.net/_next/static/media/dashboard.5ee2b9d5.png) *The admin dashboard. What you see depends on your permissions and your plan.* ### The stat strip The row of tiles at the top gives you the day’s headline numbers. Most tiles are clickable and take you straight to the relevant page. - Occupancy: the percentage of seats that are occupied right now, out of your total seat count. - Vacant Seats: seats you can sell today. Seats on a soft hold still count as vacant, since nothing is signed yet. - Reserved Seats: seats that are sold, including seats where the member is serving a notice period. - Check-ins Today: member check-ins so far today, with yesterday for comparison. - Open Requests: service tickets that are still open. - Visitors Today: expected and checked-in visitors for the day. > **Tip:** You may not see every tile. Tiles are shown based on your permissions, so a staff member without check-in access will simply not see the check-ins tile. ### Seat Occupancy This card breaks your seats into four buckets: Sold, On hold, Notice, and Vacant. The segmented bar shows the mix, and the counts below give exact numbers. Occupancy counts seats that are sold or on notice, because a seat on notice is still paid for until the notice period ends. A soft hold is not a sale, so held seats stay in the vacant bucket. The Live Control button on this card opens Live Status, where you can see the same numbers seat by seat on the floor plan. ### Quick Access A grid of shortcuts to the pages you open most: check-ins, meeting rooms, visitors, service requests, the live floor, memberships, invoices, and leads. Like the stat strip, it only shows the modules you have access to. ### Operational cards - Meeting Rooms: each room with its capacity, current status, and next booking. The calendar icon opens that room’s booking calendar. - Today’s Visitors: who is expected and who has arrived, with their host. - Service Requests: the most recent tickets and how many are open. - Recent Check-ins: the latest member check-ins with time and location. - Plan Enquiries: enquiries from your public plans page. Click one to see the full details and contact the person. ### Module summaries If your plan includes them, wider summary panels appear further down: DeskOS Leads shows your pipeline by stage, recent activity, and proposals from the last 30 days, and DeskOS Inspect shows facility compliance, failing checklist items, and electricity readings. Each panel has an open button that takes you into the full module. ### Weekly Occupancy The chart at the bottom plots check-ins across the week, so you can see which days your space actually gets used and plan staffing or events around it. > **Tip:** The dashboard loads a snapshot when you open it. Use the Refresh button at the top right to pull fresh numbers, or the Live Floor View button to jump into the real-time view. ## Live Status The Live Control Center: full visibility of your space, seat by seat, in real time. Source: https://deskos.net/docs/live-status/ Live Status shows the current state of every seat in your space: what is sold, what is on hold, what is on notice, and what is vacant. Where the dashboard summarises, this page lets you drill all the way down to a single seat and the company sitting on it. ![Live Control Center in floor plan view](https://deskos.net/_next/static/media/live-status-floorplan.525ab8f5.png) *Floor Plan view, with the overview panel on the right.* ### Reading the numbers The panel on the right is your running scoreboard. At the top you get four totals: Total seats, Sold, Vacant, and Notice. Below that, Space Utilisation shows the fill percentage, and Unsold Inventory estimates the monthly revenue sitting in your vacant seats. The Seat Distribution bars at the bottom split everything into Sold, Soft Hold, On Notice, and Vacant so you can see the mix in one look. The panel has tabs. Overview is the scoreboard described above. Activity shows recent seat assignments and upcoming move-ins. Spaces lists every space with its own fill level. If you have financial access you also get a Financials tab with revenue for the selected location. ### Three ways to view your space The three icons at the top right of the page switch between views. Pick whichever fits what you are doing: - Floor Plan: your actual floor layout with every seat drawn on it, coloured by status. Best for walking a visitor through the space or checking a specific desk. - Grid: one card per space, with a dot for each seat. Best for scanning fill levels across many spaces at once. - List: a table with totals, sold, soft holds, notice, free seats, and fill percentage per space. Best when you want exact numbers or need to sort things out quickly. ![Live Control Center in grid view](https://deskos.net/_next/static/media/live-status-grid.3a1886b1.png) *Grid view. Each card is a space, each square is a seat. Hover a seat to inspect it.* ![Live Control Center in list view](https://deskos.net/_next/static/media/live-status-list.05936b4a.png) *List view, with per-space seat counts and fill percentage.* ### Filters and search - Location chips next to the page title switch between your centres, or show all of them combined. - Floor chips filter the page down to a single floor. - In Grid view you can search spaces and companies, filter by floor or space type, and show only occupied or only vacant spaces. - Find Company on Map, in the right panel, highlights every seat a company occupies. Useful when someone asks where a team sits. ### Going back in time The timeline button in the right panel opens an occupancy history. Pick any past date and the floor plan and seat counts rewind to how the space looked on that day, with a banner reminding you that you are viewing a snapshot. Click Back to Live to return to the present. ### Shifts If a location sells seats in shifts, a shift bar appears under the header. Choose a shift to see occupancy for that shift only. Full-day bookings show as occupied in every shift. > **Tip:** The page can keep itself current. Toggle auto-refresh in the right panel and the numbers update on their own. You can also export the current snapshot to Excel with the button at the bottom of the Overview tab. --- # Front Desk > Everything that happens at the door and in the rooms. ## Check Ins Who is inside your space, and how they got in. Source: https://deskos.net/docs/check-ins/ Check Ins is your attendance record. Every time a member enters the space, a check-in is logged here with the time, the location, and the subscription it was counted against. Use it to see who is in the building right now, spot members who never checked out, and understand how heavily your space is actually used. ![Check Ins page](https://deskos.net/_next/static/media/checkins.cfa9a535.png) *The Check Ins page: stats on top, the full check-in log below.* ### How members check in and out The standard flow runs on the member’s phone. In the member app they generate a personal QR code, then scan it at your front desk kiosk. The code is single use and expires after a few minutes, so it cannot be screenshotted and reused or passed to someone else. Checking out works the same way: generate a fresh QR, scan it on the way out. If your space has access control connected, for example smart door locks through DeskOS Access or Spintly, you do not need the QR step at all. The first time a member opens a door that day, DeskOS records the door event and checks them in automatically. The check-in note shows it came from the door system, so you can always tell how someone entered. Visitors get QR passes too, with a longer validity, so a guest can be scanned in at the kiosk without a member account. Those visits are tracked under Visitor Management. ### The stats row - Check-ins: how many members have come in on the selected day. - Currently Active: members who are checked in right now and have not checked out. - Average Check-in and Check-out time: when your members typically arrive and leave. ### Working with the log The table below the stats lists every check-in for the selected period. You can search by member name, filter by company, and pick a date range from today back to any custom window. Each row shows the check-in and check-out time and the current status: active, completed, or no checkout for members who left without scanning out. The row menu gives you the front desk tools: - Manual check-in: check a member in yourself, for example when the kiosk is busy or their phone is dead. - Manual checkout: close an active check-in, with an optional note explaining why. - Cancel: remove a check-in that was logged by mistake. A record of the cancellation is kept. - Subscription details: see which plan the visit was counted against, including remaining visits on visit-based plans. - Status override: mark a day as present, late, or absent, with a reason. Useful when a company tracks attendance through DeskOS. > **Tip:** A member who forgot to check out shows up as No Checkout rather than staying active forever. If you see a lot of these, encourage members to scan out, since it makes your occupancy and average-hours data much more accurate. ## Meeting Rooms Rooms, bookings, and the three ways customers pay. Source: https://deskos.net/docs/meeting-rooms/ Meeting Room management has two halves: the rooms themselves and the bookings made against them. Members book from their portal or app, and you can also book on someone’s behalf from here, for example when a customer calls the front desk. ![Meeting room management](https://deskos.net/_next/static/media/meeting-rooms.2aba91a4.png) *Meeting room management, with the Rooms and Bookings tabs.* ### Rooms tab Every room is listed with its floor, capacity, hourly price, status, and when it was last booked. The row menu opens that room’s calendar to see its day laid out hour by hour, or lets you edit the room. The Public Link button at the top shares your room directory with people outside DeskOS, and creating new rooms is reserved for administrators. ### Bookings tab The bookings tab lists every booking with the member, room, time slot, booking status, and how it was paid. You can filter by date range, time window, status, and payment method, and export the filtered list to CSV. Bookings can be cancelled with a reason, and where a refund or override is needed you are asked to explain it, so there is always a trail. ### How customers pay When a customer books a room, they choose one of three ways to pay: - Pay online: the member pays for the booking right away through the payment gateway, card or UPI, and the booking is confirmed on payment. - Meeting room credits: the cost is deducted from the member’s credit balance. No money changes hands at booking time. - Bill to Account: the booking is charged to the member’s company account and invoiced later, the way a hotel adds room service to the bill. Best for companies that prefer one consolidated invoice. Each booking in the list carries a chip showing which method was used: Credits Only, User Payment, Bill to Account, Partially Paid, Paid, or Free for zero-cost bookings. For Bill to Account bookings, the Bill Now action raises the invoice for the accumulated amount when you are ready to bill the company. ### Credits and Credit Plans Credits are prepaid meeting room hours. You define credit plans, which are bundles members can buy, under Front Desk and then Credit Plans. Some memberships also come with credits included. When a member books with credits, the balance is deducted automatically, and if the booking costs more than the credits they have left, the rest can be paid online or billed to the account. > **Tip:** If a company asks how a booking was paid, open the booking and check the payment chip. The full payment trail, including invoices raised through Bill Now, lives in Order Management. ## Service Requests The helpdesk: every member issue, triaged and tracked against SLAs. Source: https://deskos.net/docs/service-requests/ Service Requests is where member complaints and requests land: a broken chair, an AC that will not cool, a request for a whiteboard. Members raise tickets from their portal or app, and your team works them from here. Tickets carry a priority, a category, an assignee, and an SLA timer, so nothing quietly slips. ![Service Requests home](https://deskos.net/_next/static/media/service-requests.9e51b672.png) *The Service Requests home: analytics on top, the triage board below.* ### The triage board The board sorts tickets into tabs so you can work in priority order rather than scrolling one long list: - All Tickets: everything in the selected period. - High Priority: tickets marked high or critical. - At Risk SLA: tickets whose response or resolution deadline is getting close. - Overdue: tickets that have already breached their SLA. - Assigned to Me: your own queue. - Unassigned: new tickets nobody has picked up yet. Keep this near zero. Clicking a ticket opens it in a side drawer where you can change status and priority, assign it to a team member, and reply to the requester. The member sees updates on their side, so the drawer is also your communication channel. ### Analytics The section above the board tracks how the helpdesk is performing for the selected time period: total and open requests, overdue count, resolution rate, created versus resolved volume by day, and your SLA posture. The Where Requests Come From panel breaks volume down by department, category, company, or floor, which is how you find out that one AC unit is generating half your tickets. ### Creating tickets and settings The Create Ticket button lets front desk staff raise a ticket on behalf of a member who reported something in person. If you have manage access, the settings page is where you define categories, teams, and the SLA rules that drive the timers on the board. There is also an All Tickets page under Front Desk for the full searchable history. > **Tip:** SLA timers start when the ticket is created. If your Overdue tab keeps filling up, check whether the SLA windows in settings match what your team can actually deliver. ## Visitor Management Everyone who walks through the door: guests, deliveries, and tour visits. Source: https://deskos.net/docs/visitor-management/ Visitor Management keeps a record of every non-member who enters your space, who they came to see, and when they left. It replaces the paper visitor register, and because it is digital, hosts get notified, approvals happen in the app, and you can pull a clean report whenever you need one. ![Visitor Management](https://deskos.net/_next/static/media/visitors.a2d4e468.png) *Visitor Management, with tabs for the visit log, invitations, approvals, and settings.* ### Visitors tab The main log of every visit: the visitor’s details, their purpose, the host they came to meet, check-in and check-out times, and the visit duration. Visits that were never closed show up as Didn’t Check Out. You can filter by status and date, search by name, export the log to CSV, and check a visitor out yourself if they left without scanning out. ### Invitations tab Members and staff can pre-register guests. An invitation holds the visitor’s details and expected time, and the visitor gets a QR pass they can scan at the kiosk on arrival, so the front desk does not have to type anything while the guest waits. When the invited visitor arrives, the invitation converts into a visit automatically. ### Approvals tab If your settings require it, walk-in visitors wait in an approval queue until the host or an admin confirms them. This tab is that queue. Approve to check the visitor in, or reject to turn them away, and the kiosk reflects the decision. ### Settings tab Controls how visits work at each of your locations: whether approval is needed, what purposes are offered, and how notifications reach hosts. > **Tip:** Visitor QR passes work at the same kiosk as member check-ins, and if you use door access control, visitor credentials from the access system are matched to their invitation automatically. ## Community Your member feed: announcements, posts, and moderation. Source: https://deskos.net/docs/community/ Community is the social feed your members see in their portal and app. As the operator you use it to publish announcements, and you moderate what members post. A healthy feed keeps members informed without the front desk answering the same question twenty times. ![Community admin feed](https://deskos.net/_next/static/media/community.c9ad97c1.png) *The Community page, where you publish announcements and moderate member posts.* ### Posting as the space Create a post and mark it as an announcement to give it prominence in the member feed. Announcements can carry an expiry date, so a notice about a water shutdown on Friday disappears on its own once Friday is over, instead of going stale at the top of the feed. ### Views and filters The tabs filter the feed: all posts, regular posts only, and announcements split into all, active, and expired. You can also search post text and filter by date or by whether the post has an image. Use the expired view to review or revive old notices. ### Content moderation The Content Moderation panel holds the two queues. Review Pending Posts lists member posts waiting for approval, when your settings require it, and you approve or reject each one, with a reason when rejecting so the member knows why. Reported Posts and Comments collects content that members flagged, where you review each report and either remove the content or dismiss the report. > **Tip:** Announcements are the reliable channel for things members must see, since they are pinned and badged in the member feed. Keep regular posts for the lighter, social side. ## Events & Challenges Community events, step challenges, and tournaments for your members. Source: https://deskos.net/docs/events-and-challenges/ Events & Challenges covers everything you run for the community: a Friday mixer, a yoga session, a month-long step challenge, a table tennis tournament. Members discover events in their app, RSVP, and for challenges their participation is scored on a leaderboard. ![Events and Challenges](https://deskos.net/_next/static/media/events.563c4d5e.png) *The Events & Challenges list, filtered by status and type.* ### Events versus challenges Both are created from the same place, and the difference is scoring. A plain event has no scoring: members just RSVP and attend. A challenge is an event with a leaderboard, scored one of two ways: - Step challenges: participants’ phones sync their step counts through the member app, and the leaderboard updates automatically. - Manually scored: you enter points yourself, which fits tournaments, quizzes, or anything judged by a person. ### The lifecycle An event moves through statuses, and the tabs at the top of the list mirror them. It starts as a draft only you can see, goes live to members when you publish it, becomes active while it is running, and ends as completed. Archive anything you want out of the way. Recurring events can repeat weekly or monthly, and each occurrence is created for you automatically. ### Creating an event The create form takes a title, a poster image, the schedule, and where it applies: one location or the whole organisation. For challenges you pick the scoring mode at creation. Once published, the card shows the participant count as members join. ### Enrollment A member’s RSVP and their participation are the same record, so you always have one list per event: who signed up, who took part, and for challenges, their score. Open an event to see its enrollment list and, for challenges, the live leaderboard. > **Tip:** Step challenges are the easiest way to get a community habit going, since joining takes one tap and the phone does the rest. Start with a two-week challenge and a small prize. --- # Memberships > The companies you host, the people in them, and what they pay for. ## Members & Companies Your customer registry: the companies you host and the people in them. Source: https://deskos.net/docs/members-and-companies/ Memberships is where your customers live. A company is the account you bill, and members are the people who belong to it, book rooms, and check in. A freelancer is simply a company of one. The Memberships home page pulls both together with everything you need to run them day to day. ![Memberships home](https://deskos.net/_next/static/media/memberships-home.4f2032d8.png) *The Memberships home page, on the Companies tab.* ### Companies tab One row per company: how many members it has, its current subscription, capacity with the included credits, when the next bill or plan end falls, the billing amount and cycle, and the status. Companies without an active plan show as No Subscription, which makes them easy to spot and follow up. Click a company to open its full profile, where you will find its members, subscriptions, invoices, and account ledger in one place. ### Members tab Every person across all companies. You can search by name, and filter by membership type, role, and whether they have received their onboarding message. Members whose plan has lapsed carry an Expired chip. Opening a member shows their profile with their plans, check-ins, and bookings. This tab is also where onboarding messages are sent: a welcome email or WhatsApp with the essentials a new member needs, wifi, house rules, how to book rooms. You can send it to one member or in bulk, and the filter for members who have not received it yet keeps the list honest. ### Credits tab The monthly credit balances that come bundled with subscriptions: meeting room hours, printing pages, and cafe credit. Use it to check what a company has left this month or to adjust balances. ### Notes tab Free-form notes your team has left on customers, gathered in one stream so context does not get lost when staff changes shifts. ### Adding customers The Add New button covers both cases: Add Company creates the billable account, and Add Member adds a person, either into an existing company or on their own. Create Subscription starts a new plan for a company, and the Auto Renewals button opens the renewal pipeline described in the Subscriptions section. > **Tip:** Set up the company first, then its members. Seats, invoices, and credits all hang off the company, so members added to the right company inherit everything correctly. ## Subscriptions What each company is paying for: seats, credits, billing cycle, and renewals. Source: https://deskos.net/docs/subscriptions/ A subscription is the commercial heart of a membership: which seats or spaces a company occupies, what it pays, how often, and what credits come included. This page lists every subscription so you can see at a glance who is active, who is expiring, and who still needs to be billed. ![Subscriptions list](https://deskos.net/_next/static/media/subscriptions.dff9440f.png) *The subscriptions list, with search, status filter, and sorting.* ### Reading the list Search by company or subscriber, filter by status, and sort by date. Each row shows the plan type, capacity with included credits for meeting rooms, printing, cafe, and parking, the next bill or end date, the billing amount and cycle, and the status. Badges call out the things worth noticing: auto-renewed plans, virtual office plans, shift-based plans, and subscriptions expiring soon. ### Inside a subscription Clicking a row opens that company’s subscription workspace, where you edit the plan, change seat mappings, renew, cancel, and see the company’s members, financials, and history. It has enough going on to deserve its own page: see the Subscription Details section for the full tour. ### Auto renewals The Auto Renewals view is the renewal pipeline: upcoming expiries and what will happen to each. Renewals that can proceed cleanly are processed on schedule. A renewal with a problem, for example a seat that has been promised to someone else, is flagged and held until you resolve the conflict, so nothing renews into a mess. > **Tip:** The seat counts you see in Live Status come straight from subscription seat allocations. If occupancy looks wrong, the first place to check is whether the subscription holds the seats you think it does. ## Subscription Details One company's subscription workspace: every plan, seat, invoice, and change in one place. Source: https://deskos.net/docs/subscription-details/ Clicking a company in the subscriptions list opens its subscription workspace. This is where you actually run a customer’s account: see every plan they hold, change seats and dates, renew, cancel, and check their members, invoices, and history. The tab strip across the top covers all of it, and the tabs you see depend on your permissions. ![Company subscription workspace, Overview tab](https://deskos.net/_next/static/media/subscription-detail.bfe30a5b.png) *The Overview tab: totals up top, one card per active plan, then credits, members, and notes.* ### Overview tab The stat cards summarise the account: the total monthly amount, total seats, active plans, and lease agreements. Below them, every active subscription gets its own card with seats, price per seat, the pre-tax amount, the term dates, and badges for things like auto-renewal and included meeting room credits. A plan with unassigned seats shows an Open Seats count, and Details opens the seat breakdown. Two controls on each plan card do most of the day-to-day work, and they are worth knowing well: - Edit changes the plan itself: its timeline, pricing, and seat count. If the plan is tied to a lease agreement, you first choose whether the change applies to the subscription alone or to the lease terms as well. - The gear icon opens Subscription Settings, the control room for that plan. Everything from seat mappings to cancellation lives in there. ![Subscription Settings dialog](https://deskos.net/_next/static/media/subscription-settings.d2248a82.png) *Subscription Settings: every lever for one plan, from auto-renewal to the Danger Zone.* The Subscription Settings dialog is organised into sections: - General Settings: the auto-renewal toggle with the next renewal date, and where you sell seats in shifts, which shift the subscription occupies. Changing the shift moves its seat reservations over. - Invoice Settings: how this plan is invoiced. - Modify Total Seats: add or remove seats mid-term. The billing difference is worked out for you. - Seat Allocation: the seat mappings. Pick exactly which seats in which spaces the company sits on. This is the source Live Status draws from, so if the floor plan looks wrong, fix it here. - Renew Subscription: extend the plan for the next term. - Billing Information and Credit Management: the amounts, and the meeting room, printing, and cafe bundles that come with the plan. - Parking Spots: parking allocations tied to the plan. - Subscription Logs: a record of every change made to this subscription. - Danger Zone, Cancel Subscription: end the plan now, at the end of the billing period, or on a specific date you pick. A scheduled cancellation shows as a banner on the plan until it takes effect, and you can edit the date or revoke it any time before then. The three-dot menu on a plan card handles restructuring: split a plan into multiple subscriptions or combine several into one. The Quick Actions row below the cards adds a new subscription for the company, combines existing ones, or opens the payment history. The rest of the Overview shows the meeting room credit balance with a manage button, the company’s members, and recent notes. ### Financials tab The Financials tab is the company’s money story end to end, and it only appears if you have financial access. Everything here is the per-company view of the same data that lives in Order Management, arranged so you can answer the two questions customers actually ask: what do I owe you, and what have I paid. ![Financials tab of the subscription workspace](https://deskos.net/_next/static/media/subscription-financials.e1451951.png) *The Financials tab: ledger balance, statement of account, collection overview, leases, invoices, and deposits.* - Ledger Balance banner: the net position in one line, either what the customer owes you or the credit they hold with you, alongside totals for invoiced, deposits, payments, and where present TDS, credit notes, and advances. - Statement of Account: a bank-statement style running ledger. Every invoice, payment, security deposit, credit note, and advance appears in date order with a debit or credit and the running balance after it. When a customer disputes their balance, you walk through this together. - Summary cards: Total Invoiced with the invoice count, Collected with the collection percentage, Outstanding Dues with how many invoices are pending, Total TDS, Active Leases, and how long they have been a client. - Collection Overview: a bar that splits everything invoiced into cash actually received, TDS deducted, and outstanding. TDS deserves the callout it gets: it is tax the client deducts at source, so it settles the invoice without ever arriving in your bank. - Revenue by Category: what the invoiced amount is made of, subscriptions, meeting rooms, day passes, and so on, each with its share of the total. - Leases: the company’s lease agreements as cards, with term, seats, security deposit, lock-in, and how far along each lease is. - Invoice History: the full invoice table with date and due date, type, amount with tax, TDS, status, and how it was paid. The date filter at the top scopes it. Expand a row for the amount breakup (subtotal, tax, TDS deducted, paid), the payment reference and request status, the billing entity, and markers like Sent to Client or an issued credit note. Row actions open the invoice or accept a payment against it. - Deposits: security deposits by lease, with total, collected, outstanding, and whether the deposit has been returned. ### Recording an advance The Record Advance / Credit button at the top logs money a customer paid before being invoiced: the amount, received date, payment method, a reference, and what it is for. The advance sits in the ledger as on-account credit and gets applied against future invoices, which is exactly how you handle a customer who pays a quarter up front. ### The other tabs - Subscription History: every plan the company has ever held, including expired and cancelled ones. - Members: the people in this company, with their details and status. - Check-ins: the company’s check-in log, so you can see how actively they use the space. Shown only with check-in access. - Notes: the full note stream for this customer. - Activity Log: an audit trail of actions taken on this account. - Settings: company-level settings, shown only if you can manage subscriptions. > **Tip:** When occupancy on the floor plan does not match reality, the answer is almost always in Seat Allocation here. Live Status shows what the subscription holds, so correct the mapping and the floor corrects itself. --- # Commerce > Orders, invoices, receipts and the money coming in. ## Orders Everything a customer buys starts here, one order per purchase. Source: https://deskos.net/docs/orders/ An order is the record of a sale: a monthly plan, a visit plan bundle, a meeting room booking, or a manual entry for anything else. Invoices, payments, and receipts all hang off an order, so when you are tracing where a charge came from, the order is the starting point. ![Order Management](https://deskos.net/_next/static/media/orders.68c5239d.png) *Order Management: every sale with its type, payment position, and status.* ### Reading the list Search by company, order ID, or subscriber, and filter by status or order type. Each row shows the order with its date, the subscriber it belongs to, a type chip with feature icons for what the order includes, the payment position (amount, how much is paid, and chips like Fully Paid or Payment Requested along with how many payment requests were raised), and the order status. Expanding a row reveals the line items, where chips mark recurring items, prorata charges, and tax. ### Creating orders The New Order button asks what you are selling and routes you into the right flow: a subscription, a visit plan, or a meeting room booking. The Manual Entry option in the more menu covers one-off charges that do not fit a product, like a lost key card or a custom service. ### Cancelling Orders can be cancelled from the row menu with a reason, which is kept on record. Meeting room orders are the exception: cancel those from the booking itself in Meeting Rooms, so the room frees up correctly. > **Tip:** If a customer disputes a charge, expand the order row first. The line items with their prorata and tax chips usually answer the question before you ever open the invoice. ## Invoices Raise, send, chase, and settle every invoice from one list. Source: https://deskos.net/docs/invoices/ Invoices is the busiest page in Commerce. Every invoice generated from an order lands here, and this is where you send them to clients, record payments against them, chase the unpaid ones, and export the lot for your accountant. ![Invoice Management](https://deskos.net/_next/static/media/invoices.f9be4759.png) *Invoice Management. Overdue invoices are tinted so they are impossible to miss.* ### Finding what you need Search across invoice numbers, clients, and amounts, or filter by payment status: pending, partially paid, paid, overdue, due today, or due soon. The type filter separates regular invoices from proforma and cancelled ones, and the date range narrows the window. Overdue rows are highlighted in red across the whole table, so the ones that need chasing stand out at a glance. ### Working a single invoice Each row shows the invoice number, client, amount with how much has been paid, the payment status, and the due date. The eye icon opens the invoice, and the check icon records a payment against it. Recording a payment supports the real-world mess: split a settlement across cash, bank transfer, an advance on account, adjusted deposit, and TDS deducted by the client, all on one invoice. A recorded payment can be undone with a reason if it was logged by mistake, and every invoice keeps its full payment breakdown. ### Bulk actions Selecting invoices summons the bulk action bar, which is how you run billing day: - Send the invoices themselves to clients, by email or WhatsApp. - Send payment reminders for unpaid invoices, also by email or WhatsApp. - Apply late charges to overdue invoices in one pass. - Export to Excel for analysis, download the invoice PDFs, or export to Tally for your accountant. ### Credit notes When you need to reduce or refund an invoiced amount, issue a credit note from the Credit Note button. The credit note references the invoice, and the invoice carries a marker showing one was issued, so the trail stays intact. > **Tip:** Cancelling an invoice is permanent and blocks further actions on it, which is why the dialog warns you. If money was already involved, a credit note is usually the right tool instead. ## Receipts Security deposits, damage charges, and other money that is not subscription billing. Source: https://deskos.net/docs/receipts/ Receipts covers the charges that live outside regular invoicing: security deposits when a company moves in, damage or breakage charges, cleaning charges, late fees, and penalties. Each receipt tracks what was charged, what has been collected, and, for deposits, what has been refunded back. ![Receipt Management](https://deskos.net/_next/static/media/receipts.a2ab2b79.png) *Receipt Management, with deposits in various stages of their life.* ### The list Search by receipt or client, filter by charge type and payment status, and narrow by date. Each row shows the receipt number, its type, the client, the amount with how much has been paid or refunded, and the status: payment pending, partially paid, fully paid, or refunded. ### The deposit lifecycle A security deposit receipt starts as payment pending, becomes fully paid when the money arrives, and ends as refunded when the company moves out and you return it. The amount icon on a row records a payment, and the row menu handles the refund. Deposits recorded here are the same ones that appear on the company’s Financials tab and in its ledger. ### Creating receipts Create Receipt starts a new charge: pick the company, the charge type, and the amount. Use it the moment the event happens, a broken chair, a lost access card, so the charge does not rely on someone remembering it at billing time. > **Tip:** Late fees can also be applied in bulk from the Invoices page, which is faster than raising receipt after receipt when a billing cycle closes with many overdue invoices. ## Payment Management The collections cockpit: what came in, what is stuck, and your TDS position. Source: https://deskos.net/docs/payment-management/ Payment Management is where you watch money arrive. Where Invoices is about individual documents, this page is about the flow: how much was invoiced versus received this month, which payments are pending, and what your tax position looks like. It only appears with financial access. ![Payment Management dashboard](https://deskos.net/_next/static/media/payment-management.83ad31bb.png) *The Payment Management dashboard for one month, with the collection trend and payment method split.* ### The dashboard Pick a month, quarter, or custom range, and a location if you run more than one. The cards give you the period at a glance: Total Invoiced, Total Received including TDS credited, TDS Deducted by clients, Actual Received as cash into your account, and Tax Payable on what you raised. Below them, the Monthly Collection Trend shows collections month by month, the collection progress bar tracks the current period, and the Payment Methods split shows how money actually arrived: bank, UPI, cash, or advance adjustments. The Pending and Overdue panel on the right lists payments still expected, each with buttons to record the payment or fire off a reminder. ### The other tabs - Reports: deeper collection reporting over time. - Pending Invoices: every invoice still awaiting money, your working queue for collections. - Payment History: the log of recorded payments, with who recorded what and when. - Payment Reminders: the reminders that have gone out, and their delivery status. - TDS Reports: everything clients deducted at source, which is what you reconcile against Form 26AS at tax time. > **Tip:** The gap between Total Received and Actual Received is TDS. If the two numbers match, no client deducted tax this period. If they differ, the TDS Reports tab has the detail. ## Collection Register The audit trail of every payment received, and the tool that matches it to your bank. Source: https://deskos.net/docs/collection-register/ The Collection Register is the accountant’s page: one row for every payment received across all your accounts, whatever the mode and whoever recorded it. When someone asks whether a specific transfer was received and against which invoice, this is where you answer it. ![Collection Register](https://deskos.net/_next/static/media/collection-register.59545c73.png) *The register: every payment with its account, mode, reference, and reconciliation status.* ### The register Each entry shows the date, the account it went into, the payment mode, the company and invoice it settles, the bank reference, the amount, and who received it. The Total Collected card reflects whatever filters are active, so you can answer questions like how much cash came in last week at one location. Search by reference, invoice, or company, filter by account, mode, or status, set a date range, and export the result. ### Reconciled versus unreconciled Every entry carries a status. Reconciled means the payment has been matched to a line on your bank statement. Unreconciled means it has not, which is normal for fresh entries and for cash. Your goal over time is a register where everything that touched the bank shows green. ### Bank Reconciliation tab This tab does the matching. Import a bank statement, PDF or Excel, and DeskOS matches its lines to your recorded invoices, receipts, and advances, handling TDS differences along the way. You review the suggested matches, confirm them, and the register entries flip to reconciled. Anything the matcher cannot place is left for you to resolve by hand, which is usually where the interesting discrepancies live. > **Tip:** Reconcile little and often, weekly beats quarterly. Fresh transactions are easy to match and easy to remember, and the one payment that refuses to match is much easier to chase while it is recent.