Billing cycles don't always align perfectly with when a member or company joins your space. While OfficeRnD applies a global billing date across your organization, you may need flexibility for specific cases. A custom billing date allows you to define an individual billing period start date for a company or member, ensuring invoices align with their usage or internal requirements.
This article explains what custom billing dates are, when to use them, and how to set them up.
Summary
A billing date is the same as the billing period start date.
By default, all members and companies follow the global billing date defined in Settings > Billing > Billing Rules.
A custom billing date lets you assign a unique billing cycle to a specific member or company.
This is useful when a member's start date falls mid-month or when customers request invoices on specific dates.
Custom billing dates only change billing cycles, not invoice generation dates.
You can set a custom billing date from the Billing Details tab in a member or company profile.
What is a billing date?
A billing date is a synonym for the billing period start date. Billing Period Start Date refers to the beginning of the timeframe for which Flex issues an invoice to a company or a member.
For example, if the billing period is 01.09.2025–30.09.2025 and invoices are generated on 01.09, this means that the invoices will include:
All monthly services of companies and members during that same period, regardless of when the invoices are generated;
Only the one-time fees, including bookings, from the past month (01.08.2025–31.08.2025) will be included in the invoice.
This is because the ones in September are subject to change and are still in the future, so the system doesn't take them into consideration yet.
The one-time fees and bookings from September will be invoiced in October with the next invoice.
You can configure the global billing date that will be applied in your organization under Settings > Billing > Billing Rules.
What is a custom billing date?
A custom billing date is a personalized billing period start date assigned to a member or company. Instead of following the global billing date for your organization, the member or company will be billed on the chosen day each month.
For example, if your global billing date is the 1st but a member's start date is the 16th, you can set their billing date to the 16th so their invoices always match a full month of usage, regardless of when invoices are generated.
Set a custom billing date for a member or a company
To set the preferred billing date for a member or a company:
Go to Operations > Members or Operations > Companies.
Open the member or company profile that needs to be updated.
Click Edit Details.
Open the Billing Details tab.
Choose the billing date from the Billing Period Start Date dropdown menu. For example, if you choose the 2nd day of the month, the client will be billed on the 2nd of each month.
Click Update.
What can you achieve using a custom billing date?
With custom billing dates, you can:
Assign a billing period start date that matches when a member or company begins using your services.
Align invoicing with customer preferences or contractual agreements.
Maintain flexibility for individual clients while keeping your global billing date unchanged.
You cannot set custom dates for when invoices are generated. This can only be set on a global level in your organization. To do that, go to Settings > Billing > Billing Rules and scroll down to the We'll generate invoices section.
FAQ: Custom billing dates
What is the difference between a billing date and a billing period start date?
There is no difference. The billing date is another term for the billing period start date. Both describe the first day of the billing cycle.
Does changing a custom billing date affect invoice generation?
No. Invoice generation dates are set globally in Settings > Billing > Billing Rules. A custom billing date only changes the billing period for that member or company.
Can I set a custom billing date for each resource or membership?
No. Custom billing dates apply only at the member or company level. Individual resources or memberships follow the billing date of the member or company.
What happens if a member joins mid-month?
You can assign their start date as their custom billing date. This way, their invoices will always cover a full month of usage starting from that day.
Can I change a custom billing date later?
Yes, you can edit the member or company's billing details at any time. However, be sure to coordinate with the client, as changing the date will alter their billing cycle going forward.