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Overview

The recommended way to set up a company is to separate the billing entity (the company) from the individuals who use the space. Invoices stay clean and you can manage people independently of the company’s account.

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The quick way

Go to Operations → Teams, select Add team and choose Company structure. Enter the Company name, the Main contact full name and their Email address. Nexudus creates:
  • A company customer record, set as the team paying customer.
  • An individual customer record for the main contact.
  • A team named after the company, with both records as members and merged billing turned on.
Leave Send welcome message on to give the main contact access to the Members Portal. Then add the company’s other staff to the team. See Add and remove members.

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Set it up step by step

1

Create a Company customer record

Go to Operations → Members & contacts and add a customer with Customer type set to Company. Enter the company name and its billing email, billing address and tax number. It doesn’t need portal access: it exists for billing.
2

Create Individual customer records for each employee

Add a customer record for each person who will use the space, with Customer type set to Individual, and give them portal access.
3

Create the team

Go to Operations → Teams and create a team with the company’s name.
4

Add everyone to the team

Add the Company record and all the Individual records as team members.
5

Set the paying customer

On the team’s Billing tab, choose the Company record as Team paying customer.
6

Turn on merged billing

Turn on Merge all invoices for this team. Everyone’s charges now go on one invoice to the Company record.
If the person paying also uses the space, for example a founder with a desk, create two records: a Company record for billing and an Individual record for their own use.

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Why this approach works

  • Clean invoices: the company receives one invoice addressed to its own billing details.
  • Individual tracking: each person’s bookings, check-ins and portal activity are recorded against their own record.
  • Flexible contracts: members can be on different plans, and everything still rolls up to one invoice.
  • Easy staff changes: when someone leaves, remove them from the team; the company and other members are unaffected.

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Next steps

  • Let the company onboard its own staff. Share the team’s join link with their office manager, and set a Default plan so new members get a contract automatically.
  • Limit the seats. Set a Maximum team size when the company’s contract covers a fixed number of people.
  • Give the company a team administrator so their contact can manage members from the Members Portal. See Team administrators and profile.
  • Share credit or give a discount. See Team billing and credit.