Purchase Flows in OfficeRnD Flex define how members are billed when they purchase services or create bookings. You can configure flows based on member status, plan types, and custom properties to ensure consistent invoicing and payment behavior.
Configuring Purchase Flows helps automate your billing process and ensure that only eligible members are allowed to make specific purchases.
By the end of this article, you will be able to create and manage Purchase Flows, customize when invoices are generated or charged, and apply rules based on member criteria.
Summary
Purchase Flows define how billing works during member purchases.
They can apply to specific member statuses, Billing Plans, or custom properties.
You can configure flows to generate invoices, request payment details, charge invoices, and send invoices automatically.
Products or bookings that require approval will bypass Purchase Flow settings.
Create a new Purchase Flow
You can create a new Purchase Flow to automate how members are invoiced and charged based on specific conditions.
Important: Avoid creating multiple flows for the same purpose to prevent conflicts in behavior.
To create a new Purchase Flow:
Go to Settings > Billing Settings > Purchase Flows.
Click Add Purchase Flow.
Enter the following details:
Name – Enter a name for the Purchase Flow.
Member Status—Select the member status (for example, Active or Pending) to which this flow will apply.
Plan Type – Select the Billing Plan type (for example, Dedicated Desk, Private Office, Parking Slot) that will trigger this Purchase Flow.
Plan – Select the specific Billing Plan that will trigger this Purchase Flow.
Custom property – Optionally, apply this flow to members with a specific custom property value.
Set your Purchase Flow Options (see below ↓).
Click Add to save the new Purchase Flow.
Customize Purchase Flow options
You can activate or deactivate specific billing actions within each Purchase Flow to match your operational needs.
To customize the flow options:
Go to Settings > Billing Settings > Purchase Flows.
Click the cogwheel icon
next to a Purchase Flow or click Add Purchase Flow.
Available options:
Generate an invoice for the purchase immediately
Automatically creates an invoice when the purchase is completed.
Ask the user to provide payment details
Requires the member to enter payment details during the purchase. This option only works if a payment integration is configured.Charge invoice immediately
Automatically charges the member's payment method when the invoice is generated.
Send the purchase invoice automatically
Sends an email to the member with the invoice attached right after the purchase.
Important notes on approval-required items
Purchase Flows do not apply to products or bookings that require admin approval. These must be:
Manually reviewed by an admin
Invoiced and charged outside the automated flow
Be sure to inform members that approved purchases may be processed separately.
FAQ: Purchase Flows in OfficeRnD Flex
What happens if a purchase requires admin approval?
What happens if a purchase requires admin approval?
If the product or booking requires admin approval, the Purchase Flow will not apply. You must approve and invoice it manually.
Can I apply a Purchase Flow to specific members only?
Can I apply a Purchase Flow to specific members only?
Yes. You can use the Custom property field to target members with a specific value set on their profile.
What if I don't turn on the "Charge invoice immediately" option?
What if I don't turn on the "Charge invoice immediately" option?
In that case, the invoice will be generated but not automatically charged. You will need to charge it manually or configure another automation.
Can I have multiple flows for the same plan?
Can I have multiple flows for the same plan?
It’s best to avoid overlapping flows for the same plan, as this can lead to unexpected behavior.
How do I make sure payment details are collected during a purchase?
How do I make sure payment details are collected during a purchase?
Enable the Ask the user to provide payment details option. This works only if your payment integration is active.