Manually invoicing every booking or plan purchase consumes admin time and creates room for inconsistent billing. Purchase Flows let you define how members are invoiced and charged based on their status, plan, or custom properties, so the right invoice is generated and charged without anyone having to touch it.
In OfficeRnD Flex, Purchase Flows are part of your billing configuration and apply to both Billing Plan purchases and room bookings.
In this article:
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 behavioral conflicts.
To create a new Purchase Flow:
Go to Settings > Billing > Purchase Flows.
Click Add Purchase Flow.
Enter the following details:
Name – Enter a name for the Purchase Flow.
Member Status – Select the member status (Active or Non-active) 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 > 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
Keep in mind the following information when creating Purchase Flows:
Purchases and bookings requiring admin approval
Purchase Flows do not apply to products or bookings that require admin approval. Purchases and bookings that require admin approval 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.
Purchase Flows apply to both bookings and plans
Remember that the Purchase Flows apply to both Billing Plan purchases and room bookings (excluding bookings fully paid with Booking Coins).
If you activate the "Invoice Immediately" option for active members, members with an invoiced booking won't be able to cancel that booking through the Member Portal. To turn off this option, follow these steps:
Go to Settings > Billing > Purchase Flows.
Click a Purchase Flow.
In the Purchase Flow Options section, clear the Generate an invoice for the purchase immediately checkbox.
Click Update.
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.