Booking fees in OfficeRnD Flex are automatically generated one-off fees that represent the cost of a booked resource. These fees depend on pricing, credits, discounts, and invoicing timelines. Understanding how and when these fees are created helps you manage billing and ensure accurate invoicing for resource usage.
This article explains what booking fees are, when they apply, and how the invoicing process works.
What are Booking Fees?
A booking fee is a one-off fee created when a customer or company books a resource, and a charge is due. The fee reflects the cost of using the resource, such as a Meeting Room, a Hot Desk, an event space, or a Daily Office.
Booking fees are only generated when a booking is not fully covered by credits, coins, or discounts. If a booking is made free, for example, through a 100% discount, then no fee will be created.
Key points about booking fees:
Booking fees are created automatically by the system.
They appear as one-off fees in the customer's profile.
If a booking is fully discounted or made free by an admin, no booking fee is generated.
When are Booking Fees generated?
Booking fees are generated when the booked resource has a price greater than zero.
In addition, at least one of the following conditions must be true:
The member or company has no hourly credits or Booking Coins available.
The available credits or coins are not enough to cover the full cost of the booking.
No 100% Resource Rate discount is applied to the booking.
The booking is not manually marked as "Free" by an admin.
If any of these conditions are met, a booking fee is created and added to the customer's or company's profile.
When a customer is booking a resource two months in advance (for example, if in May, they make a booking for July):
If they have no available or planned credits, the booking dialog will display the resource's price. A fee is generated for the booking price.
If they have available or planned credits, the booking dialog will display "Not accounted". A fee is not generated until the month preceding the booking.
Understand how accounting for bookings works
OfficeRnD Flex accounts for all bookings in the current month on the 1st day of that month. This means that the platform evaluates each unaccounted booking scheduled during that month and either creates a booking fee or marks it as paid with Booking Credits or Coins.
Example: If a booking scheduled for April 20 was made two months in advance and recorded as "Not accounted", it will be accounted on April 1 and either marked as paid with Booking Credits or Coins, or a booking fee will be generated.
Important rules for how bookings are accounted:
For bookings created in advance, their accounting depends on whether the member or company that made the booking, or on behalf of whom a booking was made, has recurring Booking Credits or Coins:
For bookings created more than 2 months in advance, you can generate an invoice only after the 1st of the month in which the booking occurs.
If a booking was created less than 2 months in advance, or it is made by or on behalf of a member or company that doesn't have any Booking Credits or Coins, you can invoice the booking whenever you want.
If enough credits are available, they will be automatically applied to cover the booking cost completely.
How are bookings invoiced?
If a booking is paid with Booking Credits or Coins, it doesn't appear on invoices.
If the member or company does not have available Booking Credits or Coins, a one-off booking fee will be generated and included in the invoice.
If credits are available but not valid for the specific resource that was booked, a fee will be created in advance. OfficeRnD will wait until the booking becomes invoiceable (on the 1st day of the month in which the booking will take place) to determine how to process it.
FAQ: Booking fees and invoicing logic
What is a booking fee in OfficeRnD?
What is a booking fee in OfficeRnD?
A booking fee is a one-off charge created for a booking when payment is required. It appears automatically unless the booking is free.
When is a booking fee not created?
When is a booking fee not created?
A fee is not created if the booking is fully covered by credits or coins, a 100% discount is applied, or the admin marks the booking as “Free.”
Can I invoice a booking before the month it occurs?
Can I invoice a booking before the month it occurs?
Yes. If a booking was created less than 2 months in advance or is made by or on behalf of a member or company that doesn't have any Booking Credits or Coins, you can invoice the booking whenever you want.
When does OfficeRnD process bookings for accounting?
When does OfficeRnD process bookings for accounting?
All bookings for a given month are processed on the 1st day of that month.