Booking fees help you charge members and companies for using bookable resources, such as meeting rooms, hot desks, or event spaces. Booking fees ensure that charges are applied only when credits, coins, or discounts do not fully cover the booking amount. If you manage a coworking space and want to ensure accurate billing without manual work, booking fees can be a valuable solution.
In this article, you'll learn when booking fees apply, how they work, and how OfficeRnD Flex handles invoicing.
Summary
Understand when booking fees are generated for resource bookings.
Learn how credits, coins, and discounts affect booking fees.
See how fees appear in the customer profile and invoices.
Know how the system accounts for advance bookings and monthly processing.
Manage invoicing timing for bookings made far in advance.
What are Booking Fees?
Booking fees are one-off fees, automatic charges that are generated when a customer books a resource and a charge is due.
When and why to use booking fees
Use booking fees to ensure that members and companies are charged correctly for resource usage, removing the need for manual checks. For example, if you offer credits or discounts but still need to charge for bookings not covered by them, you can use booking fees as a means of compensation.
What you can achieve
With booking fees, you can:
Automatically charge for bookings when credits, coins, or discounts don’t fully cover the cost.
Ensure accurate invoices without manual fee creation.
Have booking charges reflected as one-off fees in customer profiles.
Support bookings in advance while the system waits to confirm fees until billing time.
For example, if a member books a meeting room two months in advance and doesn't have enough credits when billing time comes, the system automatically generates the fee. If they do have credits, it marks the booking as paid without creating a fee.
How it works at a high level:
Booking fees are generated only when the booking price exceeds zero and is not fully covered by credits, coins, or discounts.
The system waits until the 1st day of the month when the booking occurs to process unaccounted bookings and generate the fee or mark it as paid.
If no credits are expected or planned at the time of booking, the system generates a fee immediately.
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 available hourly credits or Booking Coins.
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 if 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 at any time.
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.