A manual Bill Run in OfficeRnD Flex allows you to create and issue invoices at your discretion, with full control over invoice settings and content. This is useful when you need to review invoices before sending them, apply bulk adjustments, or set specific issue dates and due dates.

In this article, you will learn how to execute a manual Bill Run, adjust invoice settings, and export or apply discounts to invoices.

A manual Bill Run is the process of generating invoices in OfficeRnD Flex outside of the automated billing schedule, allowing you to control invoice timing, content, and adjustments.

Use a manual Bill Run when you need to review invoices before sending them, apply bulk discounts, or ensure that invoices align with specific accounting periods. Manual Bill Runs are helpful when you want to issue invoices early while setting the correct accounting month, or when handling special billing scenarios that require customized invoice details.

With a manual Bill Run, you can:

For example, suppose you want to notify customers of upcoming charges five days before the start of each month, while still accounting for the revenue in the correct period. In that case, you can run the Bill Run early and set the issue date to the first of the following month.

To execute a Bill Run, go to Billing > Invoices and click Bill Run.

The Bill Run page opens with the following sections:

The Bill Run section lets you change the following fields and parameters:

Changing any of the fields on this screen will apply the new value to all invoices generated. For example, if you change the Issue Date to May 1, this will be propagated to all invoices in the list, and they will all have May 1 as the Issue Date.

Likewise, if you want to change a field only for specific invoices, you can click on a specific invoice number and modify it for that invoice only. Clicking on an invoice number will open a dialog with a detailed breakdown of everything included in the invoice. The dialog will also allow you to change each property and add or remove items.

Many spaces charge customers for the upcoming month but prefer to generate invoices a few days earlier. This way, customers are notified in advance of what they will need to pay.

Both manual and automatic bill runs let you generate invoices early. In the manual Bill Run, you can define both the Issue Date and the Due Date, ensuring invoices are accounted for in the correct month.

For example, if you charge customers on the 1st of each month but want to generate invoices 5 days earlier, you can execute a manual Bill Run on that earlier date. Set the Issue Date to the 1st of the billing month, adjust any other settings, and then click Generate Invoices.

The invoices are created immediately, 5 days before the 1st, but their issue date reflects the billing month. This ensures that revenue is reported accurately and invoices are prepared in advance for customers.

You can also configure the settings of your automatic Bill Run so that the issue date is before the day invoices are created. Go to Settings > Billing > Invoicing and clear the checkbox "Use exact day-of-the-month dates for the automatic generation of invoices". Then, configure the invoice creation, issue, and due dates:

Understanding the difference between the Period Start field and the Billing Period Start Date is important.

As shown in the example in the screenshot above, the period begins in September 2025. However, the exact date of the month on which the period starts is specified elsewhere.

To set the day of the month on which the billing period starts, go to Settings > Billing > Billing Rules and select the Billing Period Start Date:

The Start Date and End Date fields are visible when the organization's Billing Period Start Date matches the Member's Start Date (learn more). In this case, the platform doesn't know the exact time frame of the billing period, as every member has a different billing period. Hence, these fields allow you to select a billing period for the manual Bill Run that will include all members.

After you've completed the configurations, click Preview Invoices. All the invoices that should be generated for the selected period, along with their options, will be listed below.

The system will not display any invoice numbers to maintain the sequence of invoice numbers. Invoice numbers will be created after the invoices have been generated.

Important: Changing any of the Bill Run settings in the General Settings section above, such as Issue Date, Due Date, Period Start Date, and Invoices For, will remove the invoice preview list. To apply the new values to all invoices, click Preview Invoices again.

Now that the invoices are generated, you will see an Export button on the right side of the screen. Click the button to export all invoices as PDF or CSV files.

The export is very useful because it allows you to examine all the data contained in the invoices you'll generate with the manual Bill Run. You can decide whether they can be issued, or you must first address any issues that may arise.

Here is an example PDF export:

For CSV exports, you can specify whether you'd like to:

If you'd like to update all invoices that the Bill Run will issue, click More Options.

One of the most important options that you can use is to apply a discount to all invoices issued by the Bill Run. This can be done by entering a value in the Invoice Discount field. This amount will be deducted from the total invoice amount based on the percentage value you entered. For example, if you enter 20, the invoice's total amount will be reduced by 20%.

You can also use the More Options section to apply a custom property to all invoices issued by the Bill Run. Learn more about Custom Properties →

Each custom property you've created that applies to invoices will have a separate field in this section. The type of field depends on the property type.

When you set a value, it will be applied to all invoices issued by the Bill Run.

Sometimes, you may need to redo a Bill Run due to errors, such as incorrect due dates. Follow these steps to rectify the issue:

If previously invoiced fees appear as 'Not Paid' or show up as reinvoiceable, it's likely because they were detached from an earlier invoice. Detaching removes the connection between the invoice and the fees, causing them to:

Detaching is generally used when you must re-invoice specific fees.

Fees cannot be attached back to invoices after they've been detached. In that case, we can recommend a couple of options. You should decide which will be better for your accounting:

Option 1:

Option 2:

The one-off fees marked as "not paid" can be updated to show as "paid". To do this, click the cogwheel icon next to each one-off fee and select "Mark as Paid." Only do this if the fees have actually been paid.