Managing Billing Plans in OfficeRnD Flex can present various challenges, such as setting appropriate prices for Private Offices, offering Billing Plans for purchase online, and correctly configuring extras and Credits.
This article addresses common issues and provides solutions to help you get started with OfficeRnD Flex and effectively manage your Billing Plans.
Manage Private Office Billing Plans
Scenario: You want to create separate Billing Plans with individual prices for each Private Office in your space.
Solution: If all Private Offices provide the same number of Booking Credits, and the price is the main difference, consider doing the following:
Create a single Private Office Billing Plan with general settings like invoicing period, privacy, discount rates, and credits.
List individual office prices by going to Space
> Private Offices.Add a membership and select a specific office.
The office's price will override the Billing Plan's price.
The same applies to the deposit amount; the resource's deposit will override the Billing Plan's deposit.
Offer Private Office or Dedicated Desk plans online
Scenario: You want to make Private Office or Dedicated Desk Billing Plans available for purchase on your signup page or e-shop.
Solution: OfficeRnD doesn't currently support listing inventories, making tracking available resources for rent challenging. To manage this:
Set these services to require admin approval upon purchase.
You can handle purchase requests through your website or OfficeRnD's "Book a Tour" functionality, then add the membership to OfficeRnD.
Avoid common numbering mistakes in Billing Plans
Scenario: You add numbers in front of Billing Plans, thinking this indicates the quantity of available Private Offices or desks.
Solution: Currently, OfficeRnD doesn't support this functionality. Adding numbers before Billing Plans changes their display order on the signup page or e-shop but doesn't reflect available quantities.
Assign appropriate revenue accounts to one-off Billing Plans
Scenario: You have added a one-off Billing Plan, but its Revenue Account is set to "Membership Fees".
To check the Revenue Accounts associated with your Billing Plans:
Go to Billing & Products
> Products > Plans.Click a one-off plan.
Open the Billing tab and click the Revenue Account drop-down menu.
Solution: Confirm whether this was intentional. Often, users assume the revenue account label next to the Billing Plan indicates the service type (one-off vs. monthly recurring). Please remember that these labels actually correspond to the assigned revenue account. You can view the actual type of the plan in the 'Active' column.
Understand the impact of adding extras to Billing Plans
Scenario: You have added extras to a Billing Plan.
Solution: Be aware that extras become separate memberships. They adopt the same Revenue Account as the main Billing Plan they are attached to, and cannot be canceled without canceling the main membership once they have been invoiced. If an extra should have its own Revenue Account and be cancelable independently, do one of the following:
Go to Billing & Products
> Products > Plans and click Add Plan.Open the Member Apps tab and select one of the following:
Request Approval – To require admin approval for purchases of this Billing Plan.
Available for members – To make the Billing Plan available for purchase by all active members on the Member Portal.
Ensure accuracy in Booking Credits descriptions
Scenario: Your Billing Plan description states that members receive a certain number of Booking Credits, but the amount is incorrect or not included in the membership.
Solution: This can negatively impact your business. Check all Billing Plans to verify which ones include Booking Credits and confirm their accuracy. If needed, amend the information before creating memberships with that plan. Otherwise, you must adjust the Booking Credits individually for existing memberships created before the plan was corrected.
Properly categorizing Resource Rates and Billing Plans
Scenario: You have added Resource Rates (pricing for bookable resources) as one-off Billing Plans.
Solution: Consider your business model and choose the best approach. Resource Rates and Billing Plans serve different purposes. Resource Rates apply to bookable resources like Meeting Rooms, while Billing Plans are for services like office rentals or Dedicated Desks.
For a visual explanation of the differences between Resource Rates and Billing Plans, you can watch the following video: