OfficeRnD Flex automates most of the billing process through monthly Bill Runs. However, there are specific cases where automatic invoice generation does not happen. In these situations, you must manually generate invoices to ensure accurate billing.
Learn how to generate invoices manually →
This article explains when you must create invoices manually, how to handle memberships that start mid-period, and when to manage billing for one-off fees. By understanding these scenarios, you can ensure complete and timely invoicing across your organization.
When must you manually generate an invoice in OfficeRnD Flex?
OfficeRnD Flex automatically generates invoices during the Bill Run for all one-off and membership fees every month. However, some cases require manual invoice creation because the Bill Run may not detect the membership or fee.
For example, if you create a new membership after the latest Bill Run but before the start of the next billing period, the membership won't be automatically invoiced.
Important: If you manually generate an invoice, you must also manually send it. The system only sends invoices automatically when they are generated through the automated Bill Run.
When should you manually generate an invoice for a membership?
The Bill Run in OfficeRnD Flex creates invoices on a specific date each month. If you create a membership that starts during an already invoiced billing period, you must manually generate an invoice for the membership's first month or months. The system will show a warning message in the Add Membership dialog if this situation applies.
Here are examples when you must manually generate a membership invoice:
Membership starts mid-period:
If invoices are generated a few days before the 1st of the month, and you add a membership after the invoice date but before the 1st (for example, between the 25th and the 1st), you must manually generate an invoice for the remaining days of the current month.Create an invoice covering the remainder of the current month and the whole next month.
Adjust the invoiced period to span two months when creating the invoice.
Tip: When generating the invoice manually, you can include the current and next month in a single invoice by adjusting the invoice period.
Pre-paid memberships:
If a member decides to pre-pay for several months (for example, 3, 6, or 12 months), you must manually generate a single invoice that covers the whole prepaid period.
When should you manually generate an invoice for a one-off fee?
OfficeRnD Flex can automatically generate invoices for one-off fees, but only if:
The fee occurred within the last 30 days.
The fee is not configured to be billed in advance.
You must manually generate an invoice if either of these conditions is not met.
Here are examples when you must manually generate a one-off fee invoice:
Fees with a past date:
If the creation date of a one-off fee falls within an already invoiced billing period or if the next Bill Run is scheduled for more than 30 days later, you must manually create an invoice.
Fees with "Bill in Advance" enabled:
If a one-off fee is set to be billed in advance and the next Bill Run occurs after the fee's date, you must manually generate an invoice.
Additional note on billing in advance
When you create a one-off fee for a future date, such as a deposit for a membership starting mid-next month, you may want to invoice it before the start date.
In this case:
Use the Bill in Advance option. Learn how to use Bill in Advance for one-off fees →
This option ensures that the Bill Run will invoice the fee before the future start date.
Remember: By default, the Bill Run can only invoice one-off fees with a start date within the month before the scheduled Bill Run.
FAQ: Manual invoice generation in OfficeRnD Flex
When does OfficeRnD Flex automatically generate invoices?
If the conditions are met, OfficeRnD Flex automatically generates invoices for memberships and one-off fees during the monthly Bill Run.
Do I need to send manually generated invoices myself?
Yes. When creating an invoice, you must also manually send it to the member. Automatic sending only happens for invoices generated during the Bill Run.
When do I need to manually generate an invoice for a membership?
You must manually create an invoice if a membership starts within an already invoiced billing period or if the member pre-pays for several months.
When do I need to manually generate an invoice for a one-off fee?
You must manually generate an invoice if the fee occurred more than 30 days ago or if it is set to be billed in advance and the Bill Run happens after its date.
How can I invoice a one-off fee before its start date?
Use the Bill in Advance option when creating the fee. This ensures the Bill Run invoices the fee before the specified start date.
What happens if I miss manually generating an invoice?
If you miss manually generating an invoice, the member may not be billed correctly. To maintain accurate billing, you must create and send the invoice as soon as possible.