Every membership fee, booking charge, and product you sell has to land on an accurate invoice, and doing that by hand across a full space quickly becomes a job in itself. Invoicing in OfficeRnD Flex consolidates memberships, one-off fees, bookings, and payments into a single billing flow, so your financial records stay accurate without manual reconciliation.

This article is your starting point for invoicing in Flex. It explains the document types and statuses you'll work with, then links out to every task, from creating and sending invoices to invoicing memberships, fees, and bookings, and customizing your templates.

OfficeRnD Flex manages your financials through 4 document types, each one with a specific role. Knowing which is which keeps your records clean and your reporting accurate.

OfficeRnD Flex sets each invoice status automatically, based on the due date and any linked payment transactions. You don't set statuses by hand.

You can create invoices manually, either one at a time or in bulk through a bill run, and you can set up an automatic bill run to generate them on a schedule.

Sometimes you need a single invoice outside your regular billing cycle. These two articles cover when to do it and how to do it:

A bill run generates invoices for many customers at once. Instead of creating them one by one, you issue invoices for all members and companies together. It saves time and keeps billing periods consistent across everyone you bill.

How an invoice goes out depends on how it was created. You can send invoices manually (required for manually generated invoices) or set up automatic sending.

When you turn on automatic sending, Flex sends each automatically generated invoice to the member as soon as it's created. Manually created invoices still need to be sent by hand.

If you don't use automatic invoice sending, or you created an invoice manually, you must send it yourself.

Once invoices exist, you'll spend most of your time reviewing them and making the occasional change. These articles cover the day-to-day of your billing operations:

The billing period is the window you bill members and companies for their memberships. One-off fees and booking fees sit outside it.

You can set the billing period to start on a fixed day of the month (for example, if it starts on the 1st, it ends on the last day of that month) to keep things consistent. If you choose this approach, new members and companies that join mid-month have their invoices prorated. Alternatively, you can set the period to start on the day of the month the member or company joined.

The invoice period tells you the timeframe an invoice covers, without you having to open every line item. Usually, it matches the billing and membership periods, but a few cases change that:

Recurring memberships are where most coworking revenue comes from. In OfficeRnD Flex, you create billing plans for your services, such as dedicated desks, hot desks, or virtual offerings, then assign them to members for monthly invoicing. Understand the relation between plans and memberships →

When a membership is active and automated billing is turned on, invoices are generated according to the membership's billing cycle and configuration. You get a predictable income and far less manual work.

Use one-off fees to bill customers for anything sold outside a recurring membership, such as event tickets, day passes, or one-time services. You add these charges through the member's profile and link them to a one-off billing plan. One-off plans can be sold on your Growth Hub storefront.

Bookings also automatically generate one-off fees, which appear on the member's next invoice.

When you manually add a one-off fee, options like Bill in advance and Refundable control when and how the charge shows up on the invoice. Eligible one-off fees are also included in the monthly bill run.

To charge for meeting room usage, set up resource rates that generate a one-off fee whenever a room is booked.

Each booking is billed as a one-off charge based on the resource rate you set, either hourly or daily, and that one-off fee is included in the member's next invoice. You can also assign booking credits, which give members a set number of free booking hours before charges apply.

Edit your invoice template to change how the generated invoice documents look. Add predefined properties, or create your own, to show the information you want on each invoice. Edit the invoice template →

You can also customize invoice numbering and the details displayed for each line item type. For example, add a purchase order (PO) number to the invoice reference, or show the invoice number a late fee was generated for. Edit the invoice line item and numbering templates →

What happens if I void an invoice?

Voiding an invoice removes it from your reports but keeps it in the system for reference. To re-invoice its items, detach them first, so they're accounted for correctly on the new invoice.

When can I delete an invoice?

You can delete any invoice that hasn't been paid or credited. Deleting removes it permanently and can break the invoice number sequence. Every item on a deleted invoice becomes pending, so you can re-invoice it if needed. Avoid reusing a deleted invoice number, especially with accounting integrations, as it can cause errors and inconsistencies.

What's the difference between voiding and deleting invoices?

The main difference is permanence: voiding keeps the record, deleting destroys it.

How do I manually add a payment to an invoice?

Open the invoice, then click Add manual payment. Select the payment method (cash, bank transfer, POS, or cheque), enter the amount and payment date, and click Add.

Does adding a full payment automatically set the invoice to Paid?

Adding a payment equal to the invoice total automatically sets the invoice to Paid. As soon as the payment matches the full amount, the status changes to Paid with no extra step.

Why is my invoice charged immediately instead of on the due date, and how do I change it?

An invoice charges immediately when your Purchase Flow is set to charge on purchase rather than on the due date. To charge on the due date instead, change two settings:

With both in place, Flex waits until the due date to process the charge. Pending payments for auto-charged invoices appear under Payments only after the charge goes through.

What does the invoice period represent?

The invoice period is the timeframe an invoice covers. It usually matches the membership or billing period, but it can differ for prorated memberships, one-off fees, or multi-month invoices.

How is the invoice period set for prorated memberships?

For a prorated membership, the invoice period covers only the days in the prorated range. If a membership runs for half the month, the period reflects those days rather than the full month.

Can I edit invoice details after creation?

You can edit invoice details after the invoice is created. Open the invoice, click Edit, change details such as the member, dates, payment methods, or discounts, then click Update.

How can I resolve discrepancies in invoice counts between OfficeRnD and QuickBooks?

Invoice count mismatches between OfficeRnD and QuickBooks usually mean some invoices didn't sync. Review which ones are missing, then sync them in batches to catch up faster.

Can I sync older invoices to QuickBooks?

You can sync older invoices, provided they aren't already synced to another account. If the sync fails, check that every invoice is configured correctly for syncing. Learn how to configure the QuickBooks integration →

Can I invoice a booking scheduled for a future month?

You can't invoice a booking before the month it's scheduled for. Bookings are accounted for on the first day of their scheduled month, so a booking on April 20 is picked up on April 1 and can't be invoiced in February or March.