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SuiteBook

Guide · Consulting room licence agreements

Consulting room licence agreements: what to record.

The room-hire, licence agreement and service-fee arrangements SuiteBook records, and a checklist of the details worth capturing for every visiting specialist.

By the SuiteBook team. Last reviewed . General information only, not legal, tax or financial advice. Have your adviser review it against your own arrangements.

Arrangements SuiteBook records

Suites bill visiting specialists under different kinds of written arrangement, often called a licence agreement, a room-hire agreement or a facilities agreement. SuiteBook does not draft, assess or classify them. It records the document type you tell it, and charges sessions under the terms you enter.

Room-hire or facilities agreement

A fee per session, or per period, for a room, sometimes bundled with services such as reception and cleaning.

Licence to occupy

Permission to use particular rooms at particular times, usually with a fixed fee.

Service-fee arrangement

A fee, often a percentage of the specialist’s reported billings, for services the suite provides.

Hybrid

A fixed session fee plus a percentage, or different terms for different rooms.

The Victorian, NSW and Queensland payroll-tax rulings make the point that the label on an agreement does not decide how it is treated. What is agreed and what actually happens matter. See our payroll-tax guide.

Checklist: what to capture for each specialist

Use this list to check that each arrangement is written down completely. It is a checklist, not a template agreement. Have your lawyer prepare or review the agreement itself.

  • Parties: the suite’s entity and ABN, and the specialist’s entity and ABN
  • Document type, as named in the signed agreement
  • Start date, end date or review date, and notice period
  • Rooms covered, and the sessions or days they can be used
  • Fee basis: per session, percentage of reported billings, or both, and whether fees are shown ex GST
  • What the fee includes, such as reception, cleaning, equipment or consumables
  • Shared costs passed on, and how they are split
  • How reported billings are provided each month, if a percentage applies
  • Invoice timing and payment terms
  • Who keeps the signed copy, and where

Each of these maps to a field in SuiteBook’s dated arrangements, so the rate that applied on any day is always on record.

See a month close in SuiteBook

SuiteBook tracks every sessional booking across your consulting and procedure rooms, applies each specialist’s dated arrangement, and closes month-end with GST tax invoices ready for Xero.

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