How to create and manage membership plans in Nexudus — pricing, billing cycles, prorating, cancellation terms, benefits, limits, and virtual office configuration.
Plans (also called memberships) define what a membership includes, how often it’s invoiced, what benefits customers receive, and what limits apply. Plans are the foundation of your recurring revenue — every customer with an active contract is on a plan.A plan can represent:
A full-time desk or office membership
A part-time hot-desking plan
A virtual office with mail handling
Storage-only access
Any other recurring subscription model
Plans are sold via contracts. When a customer signs up for a plan, a contract is created linking them to that plan.
You can create supplementary invoices between the main billing cycles — for example, invoice monthly but send a secondary reminder invoice every 2 weeks.
Field
Description
Create additional invoices
Enables mid-cycle invoicing
Every (months/weeks)
Frequency of the additional invoices
This is separate from advance invoicing (see below) — additional invoices are reminders, not advance charges.
Prorating discounts the first invoice when a customer signs up partway through a billing cycle.
Field
Description
First invoice prorated discount
Number of days before the billing day that triggers prorating. If a customer signs up within this window, their first invoice is discounted proportionally.
Prorate day of month
The target day used to calculate the prorate discount. If not set, falls back to the fixed billing day (if set).
How it works:
Customer signs up on day X
System calculates how many days until the next prorate day (e.g., day 1 of next month)
If that number of days ≤ First invoice prorated discount, prorating applies:
Days in the full billing cycle = M (e.g., 30 days for a monthly plan)
Days until next billing = N
Days to discount = M - N
Price per day = (Plan price) / M
Discount = (Price per day) × (Days to discount)
A negative line item is added to the first invoice with this discount amount
After the first invoice, prorating is turned off for that contract
Example: Monthly plan, 100/month,prorateday=1st,proratewindow=30days.CustomersignsuponJan15th.DaysuntilFeb1st=17.Since17≤30,proratingapplies.DaysinJan=31.Daystodiscount=31−17=14.Discount=(100/31)×14=45.16. First invoice = 100−45.16 = $54.84.
Set First invoice prorated discount to match your billing cycle length (e.g., 30 days for monthly) to always prorate proportionally, regardless of signup day.
Number of billing cycles the customer must remain on the plan before canceling (e.g., 3 = 3 months for a monthly plan). If set, this term is copied to the contract on creation.
Cancellation notice period
Number of days before the contract end that the customer must give notice to cancel. This is copied to the contract on creation.
Automatic cancellation
Number of billing cycles after which the contract automatically cancels itself (e.g., 12 = cancel after 12 months)
Unpaid account cancellation
Number of days an account can remain unpaid before the contract is automatically canceled
The minimum contract term and cancellation notice period are set at contract creation from the plan defaults. Changing them on the plan does not affect existing contracts.
Virtual office plans provide customers with a business address and mail handling services without physical workspace access. They have special configuration options for compliance, identity verification, and delivery handling.
To enable virtual office features, check “This plan is a virtual office plan” on the General tab. The Virtual Office tab then appears.
Virtual office customers must complete a multi-step onboarding process that includes company details, personal details, AML screening, identity verification, and mail preferences. See Virtual Office Onboarding for the customer-facing flow.
Anti-money laundering (AML) checks screen directors and company information against sanctions lists and watchlists.
Field
Description
Require AML screening
When enabled, AML checks are triggered after the customer completes their company and director details
Enable OpenSanctions
Use the OpenSanctions database for screening (requires API configuration)
Enable Pappers
Use the Pappers business registry for screening (France-focused, requires API configuration)
OpenSanctions dataset
Specify which dataset to use (default = all datasets)
Match score threshold
The minimum match confidence score (0.0–1.0) to flag a potential match (default: 0.7)
AML check statuses:
Status
Meaning
Not started
Checks haven’t been triggered yet
In progress
Screening is running
Clear
No matches found — customer can proceed
Under review
Potential match detected — requires manual review by an administrator
Match found
Confirmed match against a sanctions list — customer must contact support
Error
Processing error — customer should review details or contact support
Manually cleared
An administrator has manually approved the customer despite a match
AML checks must pass (status: Clear or Manually Cleared) before identity verification is triggered. If AML checks fail, the customer can return to the personal details step to correct director information.
Virtual office customers can choose how their mail and deliveries are handled. You can configure which handling options are available for each delivery type and link products to charge for those services.
You can link products to specific handling actions. When a customer selects that handling option for an item, the linked product is automatically added to their account.
Action
Product link
Forward
Charge for forwarding postage and handling
Shred
Charge for secure shredding
Recycle
Charge for disposal
Scan
Charge for scanning and digitization
Return to sender
Charge for return postage
Deposit a check
Charge for check deposit processing
Store
Charge for storage beyond the free storage period
Collect
Charge when the customer collects the item
Field
Description
Max free storage days
Number of days an item can be stored for collection without charge. After this, the “Store” product is charged per day or period.
Use descriptive names — customers see these in the portal, so make plan names clear (e.g., “Full-time Hot Desk – 24/7 Access” instead of “Plan A”).
Set prorating consistently — if you bill monthly, set First invoice prorated discount to 30 days and enable Last invoice prorated discount for fair billing.
Use fixed billing days for easier accounting — all customers are billed on the same day, simplifying cash flow tracking.
Enable minimum price for usage-based plans to ensure baseline revenue.
Link deposits to plans instead of adding them manually — sign-up fees and key deposits should be configured on the plan so they’re automatic.
Use plan components for bundled add-ons (parking, lockers) instead of separate products.
Set minimum contract terms to reduce churn — require customers to commit for a minimum period (e.g., 3 months).
Enable cancellation notice periods to give yourself time to fill vacancies.
Test virtual office onboarding thoroughly before launching — the compliance requirements can be complex.
Configure delivery handling charges carefully — some handling options (forwarding, scanning) incur real costs that should be passed to customers.
