Checking every resource booking by hand to see whether credits, coins, or a discount already cover it doesn't scale once your space books out meeting rooms and desks by the day. Flex handles that check for you: whenever a booking's price isn't fully covered, it creates a booking fee and automatically adds it to the customer's profile, and the booking clears with no fee when it is. That keeps your invoices accurate without requiring you to review bookings before every bill run.

Booking fees sit at the meeting point of your resource rates, booking credits and coins, and discounts. Flex checks all three before deciding whether a booking requires a fee, then adds that fee to the profile as a one-off fee, ready to invoice.

A booking fee is a one-off fee that Flex automatically creates when a customer books a priced resource and an amount remains owed after credits, coins, and discounts are applied. Flex adds the booking fee directly to the customer's or company's profile, so it's ready to invoice without anyone having to create it by hand.

Flex only generates a booking fee when the resource's price is greater than 0, and only when none of the following already cover the booking:

If any of these apply, no booking fee is generated. If none of them do, or if the available credits and coins don't cover the full price, Flex charges a booking fee.

Checking those conditions—whether enough credits or coins are available, whether a 100% discount applies, or whether the booking is set to "Free"—is simple for a booking that starts today. It gets harder for a booking made months out, because nobody yet knows whether the member's credits will still be there when the date arrives.

Let's say in May a member books a meeting room for July. If the member or the member's company has no available or planned credits, the booking dialog displays the resource's price immediately, and Flex creates the fee. If they do have available or planned credits, the dialog shows "Not accounted" instead, and Flex holds off on deciding how to bill the booking.

That hold doesn't last until the booking date arrives. Flex checks back on a fixed monthly schedule and resolves the booking well before it's due. Read more on that below.

Flex checks every booking still showing "Not accounted" on a fixed schedule: the 1st day of the month the booking is scheduled in. On that day, it either applies available credits or coins and sets the booking to 'Paid', or creates a booking fee.

For example, a booking scheduled for April 20 and made two months earlier remains "Not accounted" until April 1, when Flex checks it and resolves it one way or the other.

Remember, you can't invoice a booking fee before the 1st of the booking's month if the booking was made more than 2 months in advance and the member or company has booking credits or coins. Flex doesn't finalize the fee amount before then. Book less than 2 months out, or book for a member or company with no credits or coins, and you can invoice at any time.

Whether Flex creates a booking fee right away or only after the monthly accounting check resolves a "Not accounted" booking, the fee still has to be added to the customer's bill.

A booking fee appears on the customer's or company's profile as a one-off fee. If credits or coins cover the booking instead, it never appears there, since there's nothing left to bill.

One edge case: if the member or company has credits or coins, but these credits or coins are not valid for the specific resource booked, Flex creates the fee in advance anyway. It still waits until the booking becomes invoiceable on the 1st of its month before finalizing how it is billed.

If most of your members rely on booking credits or coins, review bookings still showing "Not accounted" (meaning Flex hasn't yet confirmed whether their credits will cover them) a few days before the 1st of the month. Catching a resource mismatch early beats catching it after Flex has already generated the fee.

If a booking should be free for a one-off reason, set it manually rather than applying a 100% discount just for that case. It's faster and doesn't affect your resource rate discounts.

What is a booking fee in OfficeRnD Flex?
A booking fee is a one-off charge that Flex automatically creates for a resource booking when part or all of its cost isn't covered by credits, coins, or a discount. It's added to the customer's or company's profile and follows the same invoicing rules as any other one-off fee.

When does Flex skip creating a booking fee?
Flex skips the booking fee whenever the booking is already fully covered: by enough available credits or coins, a 100% resource rate discount, or an admin manually setting the booking to "Free." Any one of those on its own is enough.

Can I invoice a booking fee before the month the booking falls in?
You can invoice a booking fee before its month if the booking was made less than 2 months in advance, or if the member or company has no booking credits or coins at all. A booking made more than 2 months out for someone with credits or coins has to wait, because Flex doesn't finalize the fee until the 1st of the booking's month.

When does Flex process bookings for billing?
Flex processes every booking scheduled in a given month on the 1st day of that month. That's when a booking still waiting on a credit check, shown as "Not accounted," finally gets resolved, either paid with credits or coins, or turned into a booking fee.