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.
OfficeRnD Flex gives you full control over your billing settings. You can define how invoices are generated, how proration works, when taxes are applied, and how payments are handled across locations. These settings help automate your monthly workflows and reduce the risk of manual errors.
Who should configure and update the billing settings?
The billing settings should be managed by:
Admins managing global billing processes.
Operators overseeing invoice generation and payment collection.
Finance teams configuring tax, proration, and billing schedules.
When to configure billing settings?
You should configure your billing settings when:
You're launching a new location or adjusting billing practices.
You need to automate invoice generation and due dates.
You want to define how proration, taxes, and reminders are handled.
You support multiple billing entities across locations.
You're integrating with Xero or QuickBooks for accounting.
How billing settings work
Billing settings define the rules your organization follows for invoices, proration, taxes, reminders, and payment handling. 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
You can configure the following settings:
General billing settings
Currency
Set the default (primary)currency for all invoices.
Enable multi-currency mode
Using the multi-currency mode, you can invoice and charge your clients in currencies different than your primary currency. Learn how to set up multi-currency in your organization →
Billing Period Start Date
This refers to the beginning of the timeframe for which Flex issues an invoice to a company or a member. You can configure a global Billing Period Start Date in Settings > Billing > Billing Rules or set an individual Billing Period Start Date per company or member as part of a manual bill run.
The billing period for all customers begins on the first day of each month and ends on the last day of the month. Using a fixed day of the month as the start day ensures consistency, making the billing process easier for you and your customers.
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 that each customer can choose their individual start and end dates for the billing period. Learn more about custom billing dates for members and companies →
Proration
Proration is used for members who join your space after the billing date has passed. In such cases, the system will prorate the amount the customer owes based on the number of days they spend with you during that month.
Depending on which invoice should be prorated, you have two options: either prorate the first invoice the customer will receive or the second one. Learn more about proration and how it works →
You can also choose how the system will calculate the proration. You can use the Average Month Length (365 / 12 = 30.42 days) or the Current month length (for example, 31 for March, 30 for April, 28 for February).
$0.00 Line Item Settings
An invoice can have invoice line items that are priced at $0.00. The following two options could be used if an admin wants to filter the $0.00 priced invoices and wants to allow generating an invoice with a total value of $0.00:
Filter invoice line items with a $0.00 total – Any line item priced at $0.00 will not be added when generating an invoice with fees and memberships. The system would create invoices with fees and memberships, and the $0.00 amount would not appear, as it would be filtered out.
Enable creating invoices with a $0.00 total amount – An invoice can be generated with a total or sum of $0.00.
Important: Do not select both, as this would prevent admins from creating invoices priced at $0.00 and would generate an error.
Display plan % discounts as negative amount line items – Displays plan discounts as negative line items on invoices.
Invoice segregation settings
You can choose how invoices are grouped:
By fee type:
Single Invoice: Combines memberships, one-off fees, and bookings.
Separate Invoices: Creates one for each fee type.
By contract type:
Single Invoice: Combines all contracts into a single invoice.
Separate invoices: For each contract
Note: Segregation only applies during Bill Runs. The invoice groups will not be separated if you manually add an invoice using the Add Invoice button in the company or member profile.
Tax configuration
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 created to be applied to the invoice amount.
One-off fee rules and approval
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 / one-off section on their admin site profile page). If a company employee decides to purchase anything through the Member Portal, the company will be charged for it by default.
Make 'Product' a required field
Select this option to make it mandatory for a plan to be specified 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 where you can select all Billing Plans for 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, and you can specify the discount limit that can be applied without 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.
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: to update the billing details of issued invoices or not to update them. By default, the system updates the billing details of issued invoices.
Credit notes can be allocated to invoices from other locations
By default, you cannot allocate a Credit Note created in one location to an invoice in another location. However, if you select this checkbox, the system will allow you to allocate a Credit Note created in location A to an invoice in location B.
Multi-location billing
You can turn on multi-location billing if you want invoices generated based on location, rather than only for the customer's default home location. This feature is especially useful when one or more of your locations represent a different billing entity.
Configure how invoices are generated
You can configure how invoices are generated and whether you will create a single invoice for everything or separate invoices.
By Fee Type
Single Invoice: Select this option if you want to generate a single invoice for all membership fees, one-off fees, and bookings.
Separate Invoices: Select this option if you want to generate separate invoices for each fee type.
By Contract
Single Invoice: Select this option if you want to generate a single invoice for all membership fees from all contracts.
Separate Invoices: Select this option if you want to generate separate invoices for each contract.
Configure automatic invoice generation
Our system can automatically generate invoices for your organization if you select the Automatically checkbox.
Set invoice generation rules for your monthly Bill Run:
Choose how many days before the billing date invoices are generated.
Set the invoice issue date and due date relative to the billing date.
Note: The Billing Date refers to what you have selected as the Billing Date option. If it is 1st or any other number, these settings will take the number as the billing date. If you have selected 'Member Start Date,' the settings will take the individual billing date for each member. Learn more about custom billing dates for members and companies →
Use the exact day of the month dates for the automatic generation of invoices
If you want the invoices issued on the exact date and do not use the options described so far, you can select this checkbox. After that, you can change the generation, issue, and due dates of the invoices.
For each date, you'll have the following options:
X day of the month – The exact day on which you'd like the date to be set.
Same month as the billing date – Here, you can select whether the date should be in the same month as your organization's billing date or up to three months before that.
Example: If your billing date is set to the 1st and you set the invoices to be generated on the 1st of each month and "a month before" the billing date, the invoices for the next month will be generated on the 1st of the month.
Require approval for prorated invoices
Select this checkbox to keep prorated invoices as a draft that requires review.
Automated Invoice Sending
Select this checkbox to allow automated invoice sending when generating the invoice. When the invoices are generated, members can view them on the Member Portal, even if they have not been sent via email yet.
Configure how processing fees are generated
Configure how late fees are generated
Determine which invoices can be edited
Select the checkboxes to let admins edit paid, sent, and voided invoices. Please ensure this complies with your country's laws before activating these functionalities.
Configure invoice emailing settings
Check this section to send the invoices to the company email address and/or to the company billing person. You can attach the invoice PDF to the email sent and CC another email, which could be an alternative admin email.
To avoid issues, please ensure each company/billing person has an email address added to the system.
Configure invoice charging settings
Select Automatically to charge companies or members' invoices through your integrated payment gateway. If this option is selected, OfficeRnD will automatically charge your invoices on their due date if the company or member has entered payment details into the system.
If a company or member enters their payment details after the invoice due date, OfficeRnD will attempt to charge them again daily, every hour at the 30th minute. For example, at 3:00 PM, 3:30 PM, 4:00 PM, 4:30 PM, and so on.
OfficeRnD will charge invoices with due dates in the past if they weren't charged.
If the payment fails (for example, due to insufficient funds), the system will not attempt to charge the invoices again.
Configure automatic generation of payment receipts
A receipt is proof of a successful payment. It indicates the total amount applied to the invoice, as well as any remaining credit.
Automatically
You can select Automatically to automatically send receipts to members after a successful payment.
Add receipt numbers
Select this checkbox to automatically generate unique, sequential numbers for each receipt. You can then select to complete the receipt number to any number of digits with leading zeroes. For example, enter "5" to format the receipt number 365 as "00365".
Configure notification settings for failed payments
Notify members and/or admins if an invoice fails to be charged (this is used for automatic payments that go through a payment gateway integrated with OfficeRnD).
Configure overdue reminder settings
Select Automatically to send overdue invoice reminders. You can input your reminder dates using three date slots.
Note: These reminders are sent automatically based on the dates you set. They cannot be triggered manually.
Generate invoice numbers in OfficeRnD
This checkbox is available only if you integrate with accounting software (Xero or QuickBooks). Don't select this option if you want your accounting software to generate invoice numbers automatically.
Note: When you connect OfficeRnD to a QuickBooks instance that invoices other products or services besides OfficeRnD invoices, we recommend using QuickBooks numbering to prevent duplicate invoice numbers between the two systems.
In that case, go to Settings > Billing > Billing Rules and clear the Generate invoice numbers in OfficeRnD checkbox. You must also have Custom transaction numbers turned off in QuickBooks.
If you let OfficeRnD generate the invoice numbers, enable the Custom transaction numbers in QuickBooks. To find that setting, open QuickBooks in a new tab, click the cogwheel, and select Company Settings. Then, open the Sales tab and, under Sales form Content, select Custom transaction numbers.
Allow admins to edit invoice numbering
If you select the Allow admins to edit invoice numbering checkbox, administrators will be able to edit invoice numbers during or after invoice creation.
Generate invoice documents in OfficeRnD
This checkbox is available only if you have an integration with accounting software (Xero or QuickBooks). If you want your accounting software to create invoice PDF documents, this checkbox should not be selected.
Configure the invoice number template
When generating billing documents, the system can automatically assign numbers based on a template in a sequential order. Users can also opt out of the system's automatic number assignment, which allows an accounting integration to create and sync the numbers.
The final billing settings section is to customize the invoice template. You can add custom properties listed. For more information or support in setting up, please contact our support team or your onboarding representative.
Properties must be inserted in double curly brackets: {{ locationCode }}.
