Billing Period

Refers to the length of time for which Flex issues an invoice to a company or a member. Its duration may vary depending on how you configure your billing plans and manual bill run.

Billing Period Start Date

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 or you can set an individual Billing Period Start Date per company or member. Click here to learn more.

Invoice

Invoices are documents issued by a seller to the buyer that indicates the quantities and costs of the products or services provider by the seller.

Credit Note

Credit notes are used when you need to charge less than the amount of an already issued invoice.
This usually happens to correct a mistake, such as when an invoice amount is overstated, the correct discount rate is not applied, and so on.

All tab

Here you can see all invoices with all types of statuses - Paid, Partially Paid, Overdue, Failed

Paid tab

Here you can see all invoices that were successfully paid. The partially paid invoices are not included in this tab.

Overdue tab

Here you're going to see all overdue invoices. The overdue status is dictated by the due date of the invoices - if the due date has passed the invoice is going to receive the overdue status.

Failed tab

Here you're going to see all invoices which have failed payment. The failed payment can occur when there are insufficient funds in the credit card, the CC is blocked, and many more.

Issue date

The date when the invoice is generated.

Due date

The due date is the final date for the members to pay the invoice before it becomes overdue.

Payment Method

The preferred payment method will be used to define whether to automatically charge the member's invoices or not. The following options are available: Auto, Cash, Bank Transfer, and POS.

Pay For

Select which types of accountable items to be included in the invoice. OfficeR&D provides the option to issue an invoice for fees, memberships, or for both.

Period Start

Select the month identifying the start of the applicable period of the memberships

Pay For

Select the duration in months to calculate the duration of the memberships

Send an invoice

The Send button will send the invoice to the billing person of the member to whom the invoice is issued.

Void an invoice

When you mark an invoice as void, it will not be removed from the system but will be automatically excluded from all reports.

Issue a credit note

In the cases when you need to return the amount of an existing invoice to its owner.

Delete an invoice

If an invoice is not paid or credited back, it can be deleted. However, note that deleting an invoice, removes it from the system and the invoicing sequence can be broken.

Manual Bill Run

A way for admins to issue invoices in bulk instead of creating invoices 1 by 1.

Billing Lock Date

Billing Lock Date is a feature that prevents any billing information in the past to be created, modified, or deleted.

Recurring plans

Plans that will be billed monthly and will recur each month. Assigned to memberships.

One-off plans

Plans that will be billed just once. Assigned to fees.

Private office

Used by companies that will occupy office(s) in your space. Memberships created with this plan will then be assignable to resources of type Private office.

Dedicated desk

Used by members or companies which will occupy desk(s) in your space. Memberships created with this plan will then be assignable to resources of type Desk.

Hot desk

Usually sold to drop-in or frequent flyer members which take the first available desk in your space. Memberships created with this plan are not assignable to any resource.

Service

Complimentary or chargeable services you offer in your space like Lockers, Parking spots, Canteen service, Daily coffee, and so on.

Unique code

A code that uniquely identifies the plan. Can be used in exports and to navigate to a pre-populated sign-up page.

Deposit (applicable to ‘month’ plans only)

An amount that will be held when a membership with this plan is created. The amount will be held by creating a refundable fee.

Day Pass

Day Passes can be used to limit the number of days that someone can enter your space - and if they
go over that limit, they would be prevented from entering the premises.

Revenue Account

Revenue Account is the type of account that shows the organization's income from the sale of its
goods and services.

Extras

Extras are services such as coffee that your members can request upon making a booking for an
additional fee. Extras are available only as additions to a plan and cannot be bought otherwise.

Resource Rate

Resource rates are your pricing model for bookable resources like meeting rooms, event spaces, etc.

Price per non-business hour

Set a price per non-business hour for the meeting rooms that will use the resource rate. Use this field in the cases where you need to charge members differently when they book meeting rooms outside business hours.

Price per half day

Set a price for half-day bookings.

Price per day

Set a price for full-day bookings.

Price per week

Set a price for one-week long bookings.

Price per month

Set a price for one-month long bookings.

Price per hour over the weekend

Set a price per hour during weekends. Use this field in the cases where you need to charge members differently when they book meeting rooms over the weekend.

Price per half day over the weekend

Set a price per half day during weekends. Use this field in the cases where you need to charge members differently when they book meeting rooms over the weekend.

Price per day over the weekend

Set a price per day during weekends. Use this field in the cases where you need to charge members differently when they book meeting rooms over the weekend.

(Optional) Extras

Select extras to be available as part of the resource rate. Members can select to purchase any of the available extras when booking a meeting room associated with the resource rate.

(Optional) Amenities

Select amenities to be available as part of the resource rate. Amenities are provided out of the box, they don't require an additional payment and are therefore displayed as part of the overall description of the resource rate on the members portal and public calendars.

Amenities

Amenities are provided out of the box, they don't require additional payment and are therefore displayed as part of the overall description of the plan on the members portal and signup pages.

Plan Discounts

Plan Discounts allow you to apply either a percentage or a flat fee off the price of memberships in order to create promotional prices such as a Loyalty Discount or discounts based on the length of purchased membership.

Rate Discounts

Rate Discounts allow you to apply either a percentage or a flat fee off the price for bookable resources such as meeting rooms, event spaces, etc.