A receipt is proof of payment. In other words, it is a document that certifies a payment. OfficeRnD Flex allows you to manage payment receipts efficiently, ensuring you and your customers have clear documentation of completed transactions.
After completing the payment process, you can email a receipt certifying its completion or generate a detailed PDF document with the receipt. Generating and sending receipts can be automated to simplify your billing workflow or handled manually for specific situations.
By the end of this article, you will be able to generate and send payment receipts, automate their distribution, and customize their format to align with your organization's branding and preferences.
Before you start
Invoices and receipts
Payments are associated with invoices. Payments might not cover the whole due amount; therefore, invoices can be unpaid, partially, or fully paid. Learn more about invoice statuses →
You can make multiple payments for a single invoice. You can then generate and send a receipt for each successful payment. Learn how to add a payment to an invoice →
Receipts can be generated for every payment recorded in the system. This includes:
partial payments for invoices
payments covering the whole invoice amount
overpayments; learn more about overpayments →
Receipts can be generated manually or automatically. You can then send some or all receipts to the members and companies in your space.
In the screenshot below, you can see an invoice with payments and receipts. Note the following:
The invoice is partially paid, but you can still generate receipts for the payments.
There are two successful payments; you can generate a separate receipt for each.
Generate and send receipts manually
To generate and send a receipt:
Go to Billing & Products > Invoices.
Click an invoice.
In the Receipts section, click Generate or Send and then choose a payment for which you will generate a receipt.
In the Receipt Documents dialog, click Generate PDF.
Send receipts automatically
You can automate the process of generating and sending payment receipts:
Go to Settings > Billing Settings > Billing Rules.
Scroll down to the We'll send payment receipts section and select Automatically.
To turn on automatic receipt numbering:
Select Add Receipt Numbers to generate unique sequential numbers for each receipt automatically. This feature is available only if you have selected Automatically.
You can then select the number of digits each receipt number will have. The receipt numbers will complete the number of digits with leading zeroes. For example, if you enter "6," the receipt numbers must have six digits. Therefore, the receipt number 365 will be formatted as "000365."
Existing receipts will not be affected if you turn this feature on.
If you turn this feature off and then turn it back on later, the numbering will continue from where it left off. For example, if you stop at 123, you will start again at 124 when you turn the feature back on.
The receipt numbers are also visible in the Payment reports in Data Hub.
Overpayment receipts do not use the same numbering sequence. They use a unique overpayment number instead.
Customize receipts
You can customize the template and change the default look of the receipts you generate. If you want more advanced and detailed template customization, you can contact us and request that we do it for you. Learn how to request a template customization →
To customize the receipt template:
Go to Settings > Templates.
Open the Invoices tab and click Receipt.
FAQ: Receipts
What is a payment receipt?
What is a payment receipt?
A payment receipt is an official document confirming a payment has been completed. It certifies the transaction between you and your customer.
When can I generate a payment receipt?
When can I generate a payment receipt?
You can generate receipts for any payment recorded in OfficeRnD Flex, including partial payments, full invoice payments, and overpayments.
Can I generate separate receipts for each partial payment?
Can I generate separate receipts for each partial payment?
Yes. Each recorded payment can have its own receipt, even if the invoice is not fully paid.
How do I set up automatic receipt generation and sending?
How do I set up automatic receipt generation and sending?
Go to Settings > Billing Settings > Billing Rules.
In the We'll send payment receipts section, select Automatically.
How can I automatically add receipt numbers?
How can I automatically add receipt numbers?
Go to Settings > Billing Settings > Billing Rules.
In the We'll send payment receipts section, select Add Receipt Numbers to automatically assign each receipt unique, sequential numbers.
What happens to receipt numbers if I temporarily turn them off?
What happens to receipt numbers if I temporarily turn them off?
Receipt numbering will continue sequentially from the last used number once you turn on the feature again.
What are overpayment receipts, and how are they numbered?
What are overpayment receipts, and how are they numbered?
Overpayment receipts document payments exceeding invoice amounts. They have unique numbers separate from the standard receipt numbering sequence.
Can I send receipts for unpaid invoices?
Can I send receipts for unpaid invoices?
No. Receipts can only be generated and sent for payments that have been successfully recorded in the system.