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.
Summary
Billing settings control currencies, taxes, fees, and billing reminders.
All rules apply globally in your organization for 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
Billing Period Start Date
The Billing Period Start Date refers to the beginning of the timeframe for which Flex issues an invoice to a company or a member.
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.
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.
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 →
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 decides to purchase anything through the Member Portal, the company will be charged for it 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 created to be applied 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: to update the billing details of issued invoices or not to update them. By default, the system updates the billing details of issued invoices.
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 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 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.
Processing fees
Late fees
