Deposits in OfficeRnD Flex are one-off fees used to secure a resource, such as a private office or desk. They act as a financial commitment from a member or company and show intent to occupy and care for the space. Once recorded, deposits are tagged automatically and allocated to the correct revenue account for tracking and reporting purposes.
By the end of this article, you will know how to record a deposit manually, through a Billing Plan, or when assigning a membership. You will also understand how the deposit is handled by the system and where it appears in billing.
Summary
Deposits are one-off fees used as a security measure when assigning resources.
You can record a deposit manually or automatically through a Billing Plan or membership.
All deposit fees are tagged as Deposit and go to the deposits revenue account.
You can define deposit amounts per resource, and they will auto-fill when assigning a membership.
Deposits created during membership assignment appear under the member's or company's profile.
What is a deposit?
A deposit is a one-off, refundable fee for members or companies when renting a resource such as a private office. It serves as a financial commitment and helps cover potential damages or contract breaches. Deposits are commonly required for longer-term or high-value resources.
Deposits are typically used for:
Private offices
Dedicated desks
Custom resources requiring a refundable fee
All deposits recorded in OfficeRnD Flex are automatically:
Tagged as Deposit when invoiced.
Allocated to the default deposits revenue account.
Record a deposit as a one-off fee
You can manually record a deposit using a one-off fee. To do this:
Open the profile of the member or company.
In the One-Off Fees section, click Add Fee.
Select Bill in advance and Refundable.
Click Add.
This will tag the fee as a Deposit and allocate it to the deposit revenue account.
Tip: Make sure the default revenue account for deposits is correctly set up in your Billing Plan.
Add deposits through Billing Plans
You can manually record a deposit using a Billing Plan. To do this:
Go to Billing > Plans.
Click Add Plan and select "One-Off".
Configure the plan settings and details.
Open the Billing tab, and set the Revenue Account to "Deposits".
Clcik Add.
Use deposits with resources
You can set a deposit amount for each individual resource. To do this:
Go to Space and open a resource.
Enter a specific deposit amount for the resource.
Click Update.
When a membership is assigned for this resource, the Deposit field of the membership will auto-fill with the preset amount.
Note: You can override this value when assigning the membership or creating a contract.
How deposits work during membership assignment
When assigning a membership using a Billing Plan of type Private Office, the system adds a Deposit field to the membership form.
To record a deposit in this way:
Assign a membership using a Private Office Billing Plan.
Enter the deposit amount in the Deposit field.
Complete the membership assignment.
The deposit will be:
Automatically added as a one-off fee.
Stored under the company or member’s profile.
This method ensures consistent billing and deposit tracking without needing manual entry.
FAQ: Recording deposits in OfficeRnD Flex
What is the purpose of recording a deposit?
Deposits are used to secure resources and ensure members or companies commit to their use. They are refundable and provide financial coverage for damages or early terminations.
Where is a deposit recorded in OfficeRnD Flex?
Deposits appear as one-off fees under the member or company profile. They are tagged as Deposit and allocated to the deposits revenue account.
How do I manually record a deposit?
Add a one-off fee, enable Bill in advance and Refundable, and assign it to the member or company. This will tag the fee as a deposit.
Can I set different deposit amounts for different resources?
Yes. You can enter a specific deposit amount for each resource (e.g., office or desk). This value will auto-fill when assigning a membership using that resource.
Is the deposit auto-filled when assigning a membership?
Yes. If the resource has a deposit amount or the Billing Plan is for a Private Office, the deposit field will appear and be pre-filled. You can change the amount manually if needed.
Are deposit fees refundable?
Yes. As long as Refundable is selected when recording the fee, the deposit is treated as refundable in the system.
Can I override the auto-filled deposit amount?
Yes. The deposit amount can be changed during membership assignment or contract creation.
Next Steps