Managing your invoices effectively helps you ensure timely payments, accurate record-keeping, and a clear view of your financial status. OfficeRnD Flex simplifies invoicing by offering flexible options for creating, editing, and tracking invoices. You can browse all invoices or filter them by their status: paid, overdue, or failed. The system supports both manual and automated invoice generation.

This article covers both manual and automatic invoicing, handling invoice details, adding payments, and understanding invoice periods. After reading it, you will confidently manage invoices and payments within OfficeRnD Flex.

To manually add a new invoice:

To manage the invoices, go to Billing > Invoices. Here, you will see a list of all invoices, which can be filtered by status (paid, overdue, or failed).

Open an invoice to:

To make changes to an existing invoice:

Sometimes, you might need to enter a payment for an invoice manually. For payments made via cash, cheque, or other offline methods, use the Add manual payment feature:

The invoice period helps clarify the invoice's scope without examining line items. Typically, it aligns with billing and membership periods. However, exceptions include:

When customers purchase a product or service, you can configure how many days before the day of use to charge them. To do that:

The Invoice Due Date setting determines the due date that will be applied to invoices only when they are automatically generated through Purchase Flows.

The timing of invoice generation and charging depends on how your Purchase Flows are set up in Settings > Billing Settings > Purchase Flows.

Recurring memberships are the foundation of predictable coworking revenue. In OfficeRnD Flex, you can create Billing Plans representing your services, such as Dedicated Desks, Hot Desks, or virtual services, and assign them to members for monthly invoicing.

When a membership is active and automated billing is enabled, invoices are generated based on the membership's billing cycle and configuration. This ensures predictable income and minimizes manual invoicing tasks.

One-off fees allow you to bill customers for services or products purchased outside of a recurring membership, such as event tickets, Day Passes, or one-time services. These charges are added manually through the member's profile and linked to a one-off Billing Plan.

OfficeRnD also automatically generates one-off fees for bookings. These one-off fees are automatically invoiced in the next generated invoice.

When manually adding a one-off fee, you can use options like "Bill in advance" or "Refundable" to control when and how these charges appear on invoices. OfficeRnD also includes one-off fees in the monthly Bill Run when eligible.

To monetize meeting room usage, you can set up Resource Rates that automatically generate one-off fees when a room is booked.

Meeting Rooms are billed as one-off charges based on the Resource Rates you define, which are hourly or daily. Every booking automatically generates a one-off fee that is included in the member's next invoice.

You can also assign Booking Credits to give members a set number of free booking hours before charges apply. This setup offers flexibility while ensuring you're billing for usage fairly and consistently.

OfficeRnD Flex accounts for all bookings on the 1st day of each month. This means that the platform evaluates each unaccounted booking scheduled during that month and either creates a booking fee or marks it as paid with Booking Credits or Coins.

For bookings created in advance, their accounting depends on whether the member or company that made the booking, or on behalf of whom a booking was made, has recurring Booking Credits or Coins:

If credits are available but not valid for the specific resource that was booked, a fee will be created in advance. OfficeRnD will wait until the booking becomes invoiceable (on the 1st day of the month in which the booking will take place) to determine how to process it.