➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: On the Admin Portal, under Operations > Companies and Settings > Billing > Invoicing
➤ Availability: All Flex plans
When a company has no named billing contact, invoice emails can go to an address that nobody at the company reads. With contact person and billing person roles, you can choose which company members see company billing information on the Member Portal. The billing person role also decides which members get the company’s invoice emails.
You assign both roles on the company profile. The billing person role works with your account's invoicing settings.
In this article:
Understand what each company role can do
Assign the contact person and billing person roles
Send invoice emails to billing persons
Let contact persons manage company members
Before you begin
Ensure that these conditions are true before you start, because each condition affects a step in this article.
The company exists in Flex and has at least 1 member.
Each member who will be a billing person has an email address on their member profile. Flex sends invoice emails to this address.
To let contact persons add company members, you must have the Owner role.
How company roles work
Each company member can have either no role, the contact person role, or both the contact person and billing person roles. A billing person is always also a contact person. You can assign the billing person role only to a member who is already a contact person. Neither role gives the member access to the Admin Portal.
Admins are automatically treated as contact persons.
What a contact person can do
A contact person can see and manage company information on the Member Portal. A contact person can:
View and edit the company billing details on the Billing page.
View, add, and delete company payment methods. A company can have up to 3 payment methods.
View the company invoices, memberships, and one-off fees on the Billing page.
Buy memberships and products for the company.
Add members to the company and change their status, after an admin turns on this permission.
Billing persons can do all of these actions too, because every billing person is also a contact person.
What a billing person can do
A billing person can do everything that a contact person can do. The billing person is special because they receive all invoices generated for the company.
If your invoicing settings select Billing Person, Flex emails the company's invoices to the billing person.
Overdue reminders have a separate recipient setting. If that setting selects Billing Person, Flex also sends overdue reminders to every billing person of the company.
Invoice templates can show the billing person's name with the {{recipient}} expression.
What other company members can do
A company member without a role can use the Member Portal to book meeting rooms, see events, and see the community. On the Billing page, a company member without a role sees only their personal billing information. This member cannot see the company invoices or the company payment details.
Which bookings each role can see and edit
A member's role does not change which company bookings they can see. Every company member can see the bookings of all other company members. Every company member can also see bookings made for the company and not for a specific member. The Member Portal and the Members app show the same company bookings.
Each member can edit their own bookings. Contact persons and billing persons can also edit other members' bookings.
Assign the contact person and billing person roles
A company member has no contact person or billing person permissions until you assign the role on the company profile.
Go to Operations > Companies and open the company profile.
Open the Members tab to view the company's members.
Click the star icon next to the member's name and select Contact Person to make the member a contact person.
To also make the member a billing person, click the star icon again and select Billing Person.
The color of the star icon shows the role of the member:
Contact Person:
Billing Person:
You can also set the roles when you create or edit a member profile. To set the roles for many members at once, use the Contact Person and Billing Person columns in a member import.
Send invoices to the billing person
The billing person role alone does not send invoices to the member. Flex emails invoices to billing persons only when your invoicing settings select Billing Person.
Important: Ensure that each billing person has an email address on their member profile. If a billing person has no email address, Flex shows the error Recipient could not be found when it sends the invoice.
Change the recipient setting on the Invoicing settings page.
Go to Settings > Billing > Invoicing.
In the We'll email invoices section, select "Billing Person". To also send each invoice to the company email address, select Company too.
Scroll down and click Update.
You must keep at least 1 option selected under We’ll email invoices. If you clear Company and Billing Person, the invoice email has no recipient.
Flex does not email invoices from a manual bill run or invoices that you create manually. You must send these invoices yourself.
You can also configure the following:
Let contact persons manage company members
Contact persons and billing persons can see company information, but they cannot add members to the company yet. An admin with the Owner role must first turn on Allow Contact Persons to manage their company's member directory. After an admin enables this setting, contact persons and billing persons can add company members and change member statuses in the Member Portal.
Adding a new member doesn't automatically grant them access to the Member Portal. The admin team is notified and decides whether to send an invitation.
Best practices
Use these practices to send invoice emails to the correct people.
If a company wants invoice emails at its company email address and at a named member, select Company and Billing Person under We’ll email invoices.
If a company changes who pays its invoices, assign the billing person role to the new member before the next bill run. The next invoice email then goes to the new member.
Frequently asked questions
Can a billing person open the Admin Portal?
A billing person cannot open the Admin Portal. The billing person role controls only what the member can see and do on the Member Portal and in the Members app.
Can one member be a contact person and a billing person?
One member can be both a contact person and a billing person. Assign the contact person role first, because only a contact person can be a billing person.
Can a company have more than one billing person?
A company can have multiple billing people. If your invoicing settings select Billing Person, Flex emails each invoice to every billing person of the company.
Why does the billing person not get invoice emails?
A billing person gets invoice emails only if your invoicing settings select Billing Person and the member profile has an email address. Flex also does not email invoices from a manual bill run or invoices that you create manually. You must send these invoices yourself.
Why can a contact person not add members to the company?
A contact person can add members only after an admin with the Owner role turns on Allow Contact Persons to manage their company’s member directory. Until an admin enables this setting, the option to add members is hidden in the Member Portal.