Deposits in OfficeRnD Flex are one-off fees used to secure a resource, such as a private office or desk. They serve as a financial commitment from a member or company, demonstrating an intent to occupy and care for the space. Once recorded, deposits are automatically tagged and allocated to the correct revenue account for tracking and reporting.

By the end of this article, you will know how to record a deposit manually, through a Billing Plan, or when assigning a membership. You will also understand how the system handles the deposit and where it appears in billing.

A deposit needs an amount and a profile that pays it. Have these items ready before you start:

Flex treats a one-off fee as a deposit when Refundable is selected. Flex adds every refundable fee to the default revenue account for deposits. That account is the system account Deposits, under Settings > Billing > Revenue Accounts. You cannot change the Default for setting of the Deposits account.

A deposit amount can come from 2 places. A monthly billing plan holds a default deposit for every new membership on that plan. An assignable resource, such as a private office or a dedicated desk, can hold its own deposit. When a membership has a plan deposit and a resource deposit, Flex uses the resource deposit. A membership import always uses the plan deposit, even when the resource has its own deposit.

Bookable resources, such as meeting rooms, cannot hold a deposit. To take a deposit for a hot desk membership, set the deposit on the hot desk billing plan.

Most memberships on 1 plan take the same deposit. A plan deposit lets you enter that amount once. Flex then enters the amount on every new membership on the plan.

Only monthly plans have a Deposit field. To set the plan deposit:

Changes to the plan deposit apply only to memberships you create after you save the plan.

A plan deposit applies to every resource on the plan. When one office needs a different amount, set the deposit on that office. The resource deposit replaces the plan deposit on new memberships for that office. A membership import still uses the plan deposit.

Follow these steps to set the deposit on a resource:

To create a new resource with a deposit, first select a plan in the Target field. The Price / Deposit fields appear after you select the plan.

The plan and the resource now hold a deposit amount. No member owes that amount yet. Flex creates the deposit fee when you assign a membership.

To assign a membership with a deposit:

Flex creates the deposit as a one-off fee on the profile. The fee has the Refundable and In Advance tags. You can find the fee on the profile's One-off Fees tab.

Contracts create deposits in the same way. On the Items tab of a contract, enter the amount in the Deposit field. Flex creates a refundable one-off fee when you sign the contract. Create a contract with a deposit →

Memberships and contracts create deposits for you. A deposit outside a membership needs a manual one-off fee. For example, a member without a membership pays a deposit for a key card.

To add a deposit manually:

Refundable makes a one-off fee a deposit. Bill in advance controls only the fee's invoicing period. Deposits that memberships create use both settings.

The deposit stays on the profile until the member leaves. After the member pays, the amount counts toward the Deposit Held balance of the member or company profile. When the member leaves, you can return the deposit with a credit note. You can also apply the deposit to the member's final invoice.

Use these articles to close the deposit:

These practices keep deposit amounts consistent across your memberships.

Can I take a deposit for a meeting room booking?
You cannot take a deposit for a meeting room booking. Meeting rooms are bookable resources. Only assignable resources, such as private offices and dedicated desks, can hold a deposit.

Can I take a deposit for a hot desk membership?
You can take a deposit for a hot desk membership through the billing plan. Enter the deposit in the Deposit field of the monthly hot desk plan. Hot desks cannot hold a resource deposit because hot desks are bookable resources.

Which deposit does a membership use when the plan and the resource both have a deposit?
A membership uses the resource deposit when the plan and the resource both have a deposit. You can still change the amount in the Deposit field before you click Add. A membership import always uses the plan deposit, even when the resource has its own deposit.

Does Bill in advance make a fee a deposit?
​Bill in advance does not make a fee a deposit. Refundable makes a one-off fee a deposit. Bill in advance controls only which invoicing period includes the fee.

How do I find all deposits in the fee list?
Deposits in the fee list have the Refundable tag. Go to Operations > Fees and look for fees with the Refundable tag.

I changed the plan deposit. Why do existing memberships keep the old deposit?
A change to a billing plan applies only to memberships you create after you save the plan. Existing memberships keep their current terms.

Why do my imported memberships have deposits when the members already paid their deposit before we moved to OfficeRnD?
Imported memberships have deposits because the import takes the deposit from the billing plan. Flex creates each imported deposit with the Not Paid status. To stop the next bill run from invoicing deposits that members already paid, correct the deposit fees and set them to Paid. Correct imported deposits that members already paid →

Can I record a deposit for a member who has no membership?
You can record a deposit for a member who has no membership. Add the deposit as a one-off fee on the member profile and select Refundable. Add a deposit manually ↑