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.
Manually add an invoice
To manually add a new invoice:
Go to
Billing > Invoices and click Add Invoice.
In the Add Invoice dialog, you can configure the invoice details:
To – Select the member to issue the invoice to. All relevant fees and memberships will be included.
Number – Enter the invoice number. By default, it is auto-generated based on the invoice number template located in
Settings > Billing Settings > Billing Rules in the Invoice number template section.Issue Date – Select the date of issue.
Due Date – Select the due date.
Payment Method – Select the payment method to be recorded in the invoice payment terms: Auto, Cash, Bank Transfer, or POS.
Pay For – Decide whether to include fees, memberships, or both.
Set the period of the membership included in the invoice:
Period Start – Select the starting month of the membership period.
Pay For – Select the duration of the included memberships in months.
Add additional services (optional):
Use the Add button at the bottom of the dialog to include additional services. These services are included in the one-off fees revenue account by default.
Find your revenue accounts under
Settings > Billing Settings > Revenue Accounts.
Finalize the invoice:
Click Add to create the invoice or Add & Send to create and email it to the designated recipient(s). To configure email settings, go to
Settings > Billing Settings > Billing Rules and scroll down to the We’ll Email Invoices section.
Manage invoices
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:
Export and download an invoice. Learn how to export invoices →
Send an invoice. Click Send to email the invoice to the billing contact.
Void an invoice. Marking an invoice as void excludes it from reports, but it remains in the system.
Issue a Credit Note. Click Credit Note if you need to return the amount of an existing invoice to its owner. Learn how to issue credit notes →
Delete an invoice. If an invoice is not paid or credited back, it can be deleted. However, remember that deleting an invoice removes it from the system, and the invoicing number sequence can be disrupted.
Manually add a payment.
Edit invoices
To make changes to an existing invoice:
Click Edit to open the Edit Invoice dialog.
Modify the following invoice details:
To – Update the member receiving the invoice. All relevant fees and memberships will be included.
Number – Update the invoice number. This field is populated by default using the Invoice number template. To access it, go to
Settings > Billing Settings > Billing Rules and find Invoice number template.Issue Date – Update the invoice issue date.
Due Date – Update the invoice due date.
Payment Method – Update the payment method to be recorded in the invoice payment terms: Auto, Cash, Bank Transfer, or POS.
Discount – Apply a discount to the invoice.
Adjust product quantities and discounts if needed.
Click Update to save the changes.
Manually add a payment
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:
Click Add manual payment.
Select the payment method: Cash, Bank Transfer, POS, or Cheque.
Enter the payment amount.
(Optional) Under Reference, enter the cheque reference number or another reference to the payment document.
Record the payment date.
Click Add.
Note: If the payment is for the full amount of the invoice, the invoice will automatically be marked as paid.
Understand the invoice period
The invoice period helps clarify the scope of the invoice without examining individual line items. Typically, it aligns with billing and membership periods. However, exceptions include:
Manual multi-month invoices: If invoices have been generated manually for several months and memberships are active for the entire period, the invoice period reflects the selected time range.
Prorated memberships only: If the invoice contains only prorated memberships, the invoice period only covers the relevant days (for example, if you bill from April 1 to April 30, 2025, and your membership ends on April 15, 2025, the invoice period will cover April 1 to April 15).
One-off fees only: If the invoice contains only one-off fees, the invoice period is the minimum period containing all one-off fees (for example, if the invoice includes two fees—one for April 1 and one for April 5—the period will be from April 1 to April 5).
Invoice due dates for automatically generated invoices
When customers purchase a product or service, you can configure the number of days before the day of use to charge them. To do that:
Go to
Settings > Member Apps > Public Pages.Enter a number in the Invoice Due Date field.
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.
Charge invoices immediately after purchase: If your Purchase Flow is set up to collect payment details, generate an invoice, and charge it immediately, the invoice will be charged as soon as the purchase or booking is made. In this configuration, the system charges the invoice immediately, even if a due date is specified.
Charge invoices on the Invoice Due Date:I f you prefer to charge invoices on their due date, follow these steps:
In Purchase Flows, turn off the option to charge invoices immediately.
Go to
Settings > Billing Settings > Billing Rules and ensure automated charging is turned on.
Invoicing recurring memberships
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.
Invoicing one-off fees
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.
Invoicing bookings
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 that you bill for usage fairly and consistently.
Understand how accounting for bookings works
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.
Example: If a booking scheduled for April 20 was made two months in advance and recorded as "Not accounted", it will be accounted on April 1 and will be either marked as paid with Booking Credits or Coins, or a booking fee will be generated for it.
Important rules for how bookings are accounted:
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:
For bookings created more than 2 months in advance, you can generate an invoice only after the 1st of the month in which the booking occurs.
If a booking was created less than 2 months in advance, or made by or on behalf of a member or company that doesn't have any Booking Credits or Coins, you can invoice the booking whenever you want.
If enough credits are available, they will be automatically applied to cover the booking cost completely.
How are bookings invoiced?
If a booking is paid with Booking Credits or Coins, it will not appear on invoices.
If the member or company does not have available Booking Credits or Coins, a one-off booking fee will be generated and included in the invoice.
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.
FAQ: Invoicing in OfficeRnD Flex
What happens if I void an invoice?
What happens if I void an invoice?
A voided invoice is excluded from reports but remains in the system for reference.
When can I delete an invoice?
When can I delete an invoice?
You can delete invoices that haven't been paid or credited. Deleting an invoice permanently removes it and may disrupt the invoicing number sequence.
How do I manually add a payment to an invoice?
How do I manually add a payment to an invoice?
Open the invoice, click Add manual payment, select the payment method (cash, bank transfer, POS, cheque), enter the amount and payment date, and click Add.
Does adding a full payment automatically mark the invoice as paid?
Does adding a full payment automatically mark the invoice as paid?
Yes, entering a payment equal to the invoice total automatically marks the invoice as paid.
Why is my invoice being charged immediately instead of on the due date?
Why is my invoice being charged immediately instead of on the due date?
If your invoice is being charged right after a purchase or booking, it's likely because your Purchase Flow is set to charge invoices immediately. You can check this under Settings > Billing Settings > Purchase Flows.
To have invoices charged on their due date instead, you'll need to:
Turn off the option to charge invoices immediately in the Purchase Flow.
Make sure automated charging is turned on in Settings > Billing Settings > Billing Rules.
This setup ensures the system waits until the due date to process the charge.
How can I ensure the invoice is charged on the due date instead of immediately
How can I ensure the invoice is charged on the due date instead of immediately
If you want to charge invoices on their due date, you must do the following:
In Purchase Flows, turn off the option to charge invoices immediately.
Go to Settings > Billing Settings > Billing Rules and ensure automated charging is turned on.
What does the invoice period represent?
What does the invoice period represent?
The invoice period clarifies the timeframe the invoice covers. Typically, it aligns with membership or billing periods, but can vary for prorated memberships, one-off fees, or multi-month invoices.
How is the invoice period set for prorated memberships?
How is the invoice period set for prorated memberships?
For prorated memberships, the invoice period covers only the days included in the prorated period.
Can I edit invoice details after creation?
Can I edit invoice details after creation?
Yes. Open the invoice, click Edit, modify details such as member, dates, payment methods, and discounts, and then click Update.
How can I resolve discrepancies in invoice counts between OfficeRnD and QuickBooks?
How can I resolve discrepancies in invoice counts between OfficeRnD and QuickBooks?
If you notice discrepancies in the number of invoices between OfficeRnD and QuickBooks, first review whether any invoices were not synced. You can sync them in batches to speed up the process.
Can I sync older invoices to QuickBooks?
Can I sync older invoices to QuickBooks?
You can sync older invoices if they are not synced with another account. If you experience issues, ensure all invoices are correctly configured for synchronization.
Can I invoice a booking scheduled for a future month?
Can I invoice a booking scheduled for a future month?
No, you can only invoice bookings on the first day of the month for which they are scheduled. For example, a booking scheduled for April 20 will be accounted for on April 1; you cannot generate an invoice for it in February or March.
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