Billing Glossary

Last Updated: November 14, 2023 15:08

Summary

This article offers brief explanations of all terms used in the Billing & Products section of the Flex admin portal.

Billing
Invoices
Plans
Resource Rates
Amenities
Discounts

Billing

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.

Invoices

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.

Next steps:

Introduction on how billing in OfficeRnD works here.
Generating Invoices/Invoicing.

Plans

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.

Next Step:

Add a Billing Plan

Resource Rates

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.

Next step:

How to Add a Resource Rate

Amenities

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.