If you're managing a coworking space with dozens or hundreds of members, billing can quickly become complex. You may need to prorate membership fees, apply taxes, automate reminders, and handle different payment methods. Without a well-structured billing setup, invoices might be delayed, inconsistent, or difficult to track.
This article will help you understand who can configure billing settings, when to update them, and how to manage general rules, currencies, fees, and other options in OfficeRnD Flex.
In this article:
Billing settings control currencies, taxes, fees, and billing reminders.
All rules apply across your organization to all members and companies.
Only admins with the "Owner" role can configure billing settings.
Configure billing during initial setup, when adding new locations, or when updating compliance rules.
Settings are configured in
Settings > Billing > Billing Rules.
Who can configure the billing settings?
Only admins with the "Owner" role can edit billing settings. This restriction ensures that sensitive financial rules are controlled and not changed accidentally.
"Owner" admins are often the founders, account holders, or senior operations managers responsible for overseeing the overall business.
Other teams, such as finance, accounting, or operations, may request changes from the Owners when they need updates to support their daily tasks. For example, the finance team might request a new tax rate, or the operations team might need multi-location billing enabled.
This way, Owners maintain control over system-wide financial rules, while other teams contribute requirements based on business needs.
When to configure billing settings?
You should configure billing settings in these situations:
During the initial setup of your Flex account to define default tax rules, currencies, and billing cycles.
When opening a new location that has different tax rates, currencies, or fee structures.
When updating compliance requirements, such as new tax laws or payment processing rules.
When customizing billing dates to align invoicing with customer contracts or internal finance processes.
By keeping billing rules up to date, you reduce errors, avoid compliance risks, and simplify the invoicing experience for your customers.
To complete your billing setup, you should also manage how invoicing works in your organization. Configure your invoicing settings →
How billing settings work
Billing settings define the rules your organization follows for:
currencies
taxes
fees
billing reminders
These rules apply globally but can be adjusted on a company-by-company or member-by-member basis if needed.
You can access these settings by going to Settings > Billing > Billing Rules.
Configure the general billing settings
On the Billing Rules page, open the General tab to configure the following settings:
Billing period & member invoicing
In the Billing Period & Member Invoicing section, you can configure the following:
Billing Period Start Date
The Billing Period Start Date is the start of the period for which Flex issues an invoice to a company or member. Keep in mind that this applies only to memberships; invoicing for one-off and booking fees doesn't depend on the Billing Period Start Date.
The billing period is the timeframe for which you bill companies and members.
Bill Runs generate invoices for membership fees from the upcoming billing period, because memberships are billed in advance. At the same time, they include booking fees and one-off fees from the last 30 days because they can only be invoiced after they have already occurred.
You can set the billing period in your organization to start on a fixed day of the month (for example, if it starts on the first day of each month, it will end on the last day of the month) to ensure consistency.
You can configure a global Billing Period Start Date in Settings > Billing > Billing Rules, or set an individual Billing Period Start Date for each company or member during a manual Bill Run.
If you choose the Member Start Date, the company or member's start date will be used as the start date of their billing period. This means each customer will be billed based on the date they joined your community. Learn more about custom billing dates for members and companies →
Enable 'Billing to member'
Allow invoicing and charging to members' personal payment details (for members part of a company).
Important: Please note that only the admin team can activate Billing for members (through the Membership or One-off section on their profile on the Admin Portal). If a company employee purchases anything through the Member Portal, the company will be charged by default.
Taxes
Tax
You can select one of the following options:
Excluded – The tax rate will be added to the prices you've created for your services (Billing Plan and Resource Rates).
Included – The tax rate is already included in the prices that you've created for your services.
No Tax – The invoice will have no tax rate(s).
Tax Rate
Choose from the list of tax rates to apply to the invoice amount.
Billing details update
If the member company's billing details have changed and you would like to update them for issued invoices, this billing details update setting has two options: update the billing details for issued invoices or do not update them. By default, the system updates the billing details of issued invoices.
Multi-location billing
You can turn on multi-location billing to generate invoices based on location, rather than only on the customer's default home location. This feature is especially useful when one or more of your locations represent a different billing entity.
Configure currency settings
On the Billing Rules page, open the Currency tab to configure the following settings:
Currency
Set the default (primary) currency for all invoices.
Multi-currency mode
Using the multi-currency mode, you can invoice and charge your clients in currencies different than your primary currency. Activate multi-currency mode →
Configure Fees
On the Billing Rules page, open the Fees tab to configure the following settings:
One-off fees
Make 'Product' a required field
Select this option to make it mandatory to specify a plan for all new one-off fees. Updating an old one-off without a plan will require entering a Billing Plan. By default, you can create fees without a target plan, and they will be automatically associated with the default one-off revenue account.
Enable approval flow for one-off fees
Select this option to enable the system to require approval when a one-off item with a discount greater than a specified value is created. The one-offs that require approval will follow the set rules, and approval notifications will be sent to all admins with owner-level access.
There are 2 fields that you can adjust:
Valid For is a multi-select field that lets you select all Billing Plans to which this rule applies. Leaving this field empty will enforce the rule for all one-off Billing Plans.
Require approval when the discount exceeds X% – Select this checkbox to specify the discount limit that requires approval. Any fees with a discount greater than this value will require approval. Leaving this field empty means no approval will be required for any one-off; a value must be set in this field for the option to work correctly.
Processing fees
Late fees
