Managing pricing in OfficeRnD Flex starts with understanding Billing Plans. A Billing Plan defines how a membership or service is priced and invoiced, whether it is a recurring desk rental or a one-time charge for a service or extra.
This article introduces the key concepts and features that support plan-based billing, including how to create recurring and one-off plans, manage member visibility, merge old plans, and link amenities. You'll also find links to detailed articles to guide you through each setup step.
By the end of this article, you'll be able to create and manage Billing Plans that reflect your business model, assign them to members, control how they appear in the Member Portal, and handle payments for plans that require approval.
When to use Billing Plans
Use Billing Plans to:
Charge members for recurring memberships (monthly office, desk, or service access).
Set up one-time purchases, such as registration fees or deposits.
Provide subscriptions that include credits or Day Passes.
Offer add-ons such as lockers, parking, or other services.
Publish pricing options directly on the Member Portal or through Growth Hub.
How Billing Plans work
A Billing Plan defines what a member pays for and how often they are charged. When a plan is created, you can assign it to memberships or include it as a charge during checkout. You can also group, filter, and customize how these plans appear to members.
Pro tip: Billing Plans work really well with Growth Hub.
Billing Plan recurrence: Recurring vs. One-off Billing Plans
Recurrence specifies the frequency of the Billing Plan: either monthly or a one-time fee. They let you define what your space offers and how each offering is billed—monthly or as a one-time charge.
There are two categories of Billing Plans based on their recurrence:
Monthly plans are automatically invoiced monthly. They are used for memberships and services.
One-off plans are charged only once. They are used for deposits, fees, and products you sell.
Billing Plan configuration
When you create Billing Plans, you can configure the following:
A plan type that matches the resource type (for example, Private Office, Desk, Service)
A price for the plan and, optionally, a required deposit
Credits or Day Passes granted to members who purchase or subscribe to the plan
Extras like lockers or parking (not included in the plan price)
Amenities coming with the plan (included in the price)
Visibility and purchase settings in the Member Portal
Billing Plan types
For each Billing Plan, you must select a plan type. The plan types match the resource types in your organization because they are used to link memberships to specific resources.
When creating a membership from a Billing Plan for a specific resource (for example, a monthly subscription for a dedicated desk), the plan type must match the resource type. If they don't match — in our case, if the plan type is not set to "Dedicated desk" — the membership cannot be assigned to a dedicated desk resource.
Note: If you want to sell Day Passes, keep in mind that members will use them for Hot Desks (or hot desk areas). That's why we recommend creating a Billing Plan with the "Hot desk" plan type; alternatively, you can select "Service" for the plan type.
Recurring vs. One-off Billing Plans
Billing Plans are the foundation of your pricing structure. They let you define what your space offers and how each offering is billed—monthly or as a one-time charge. You can customize plans with pricing, booking credits, Day Passes, and included amenities, then assign them to members through memberships or one-off fees.
There are two categories of Billing Plans:
Recurring Plans – Used for ongoing charges, such as assignable resources (dedicated desks or private offices).
One-Off Plans – Used for one-time services, such as setup fees, Day Passes, or event charges.
Plans can be hidden from the Member Portal, merged when your pricing structure changes, and linked to member assignments for automated billing.
When to use Billing Plans and when to use Resource Rates?
Both the Resource Rates and the Billing Plans are pricing models you can apply to the services you offer in your space.
Resource Rates are your pricing model for bookable resources, such as meeting rooms and event spaces.
Billing Plans are the pricing model you'll be using for other recurring or one-time services your space will offer (for example, office rentals, dedicated desks, or printing)
Create and manage recurring and one-off plans
Recurring plans charge members every month and are usually tied to memberships for desks, offices, or services. With one-off plans, you can invoice customers for one-time purchases like additional services or custom fees.
Assign plans as memberships
When you assign a Billing Plan to a member or company, it becomes a membership that is automatically invoiced based on the plan's settings. You can assign plans to individuals or teams to charge them on a recurring basis.
Add Amenities to Billing Plans
Add Amenities to your Billing Plans to show which services or equipment are included (for example, coffee, monitors, whiteboards, Wi-Fi). These appear during sign-up and help customers understand the full value of what they're purchasing.
Hide plans from the Sign-Up Page
You can hide Billing Plans from the Member Portal while keeping them available for internal use. This is useful when phasing out plans or offering special rates privately.
Merge Billing Plans
If you're consolidating pricing or retiring outdated plans, you can merge one Billing Plan into another. All memberships linked to the old plan will automatically transition to the new one without disruption.
Handle plans that require approval
Some Billing Plans require admin approval before members can purchase them. These purchases won't trigger automatic charges even if auto-billing is enabled. To complete the process, you must manually generate an invoice and charge the member's stored payment method.
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