If your finance team is manually splitting invoices after every bill run, or your members are asking why their membership and booking charges appear on the same document, invoice generation rules are where you fix that.
These settings control how OfficeRnD Flex groups charges into invoices during billing. You can combine everything into a single invoice or split charges by fee type or by contract. The rules apply to both automated and manual bill runs.
In this article:
Understand the available invoice generation options.
Configure invoice generation rules in the Flex Admin Portal.
Understand when the rules apply and when they do not.
Before you begin
You need an "Owner" admin role to change billing settings.
Review your accounting requirements before making changes. Switching invoice generation rules mid-cycle can affect how charges appear on existing invoices.
Overview
Invoice generation rules control how OfficeRnD Flex groups credit card charges into invoices during billing. They allow you to choose between creating a single combined invoice for all charges or separating invoices by fee type or contract type. In OfficeRnD Flex, you have 2 ways to group charges into invoices:
By fee type
Option | What it does |
Single invoice | Combines membership fees, one-off fees, and bookings into 1 invoice. |
Separate invoices | Generates a separate invoice for each fee type. |
By contract
Option | What it does |
Single invoice | Combines membership fees from all contracts into 1 invoice. |
Separate invoices | Generates a separate invoice for each contract. |
Note: Additional charges for the current month are added to the following month's invoice when the single invoice option is used.
Configure invoice generation rules
To set your invoice generation preferences:
Go to Settings > Billing > Invoicing.
Scroll to the We'll Generate Invoices section.
Select your preferred option under By Fee Type or By Contract Type.
Click Update. Changes take effect with the next automated or manual bill run.
Note: These rules apply to both automated and manual bill runs. They do not apply to invoices you create manually outside the billing cycle.
Best Practices
Check your accounting setup before changing these rules.
If your finance team reconciles charges by type or by contract in an external system, make sure the option you select matches how they expect data to come in.
Tell your members if you switch to separate invoices.
Members used to receiving 1 invoice per cycle will notice the change. A short heads-up prevents confusion and reduces support requests.
Review your rules after updating Billing Plans or contract structures.
Changes to how contracts or fees are set up can affect how charges are grouped. Check your invoice generation settings anytime you make significant changes to your billing configuration.
Use clear naming conventions when issuing manual invoices outside the billing cycle.
Invoice generation rules do not apply to manually created invoices, so consistent naming helps your team stay organized during reconciliation.
Frequently asked questions
What are invoice generation rules?
What are invoice generation rules?
Invoice generation rules control how charges are grouped into invoices. They allow you to generate either a single combined invoice or separate invoices for memberships, bookings, and fees.
Can I separate invoices by contract type?
Can I separate invoices by contract type?
Yes. You can choose to generate separate invoices for each contract or combine charges from multiple contracts into a single invoice.
Do invoice generation rules apply to the manual invoices I create individually?
Do invoice generation rules apply to the manual invoices I create individually?
No. Invoice generation rules only apply to automated or manual bill runs. If you manually create individual invoices, the rules will not take effect.
What happens if I choose the single invoice option?
What happens if I choose the single invoice option?
All charges, including membership fees, one-off fees, and bookings, are consolidated into a single invoice for the billing cycle.
What happens if I choose separate invoices?
What happens if I choose separate invoices?
Membership fees will be grouped into a single invoice, while other charges (such as fees and bookings) will be grouped into separate invoices.
Can I change the invoice generation rules after invoices are generated?
Can I change the invoice generation rules after invoices are generated?
Yes, you can change the settings at any time. However, keep in mind that invoice generation rules affect only how new invoices are generated. They do not change the grouping of invoices that have already been created.
Where do I configure invoice generation rules?
Where do I configure invoice generation rules?
Go to Settings > Billing > Invoicing in the Flex Admin Portal. In the We’ll Generate Invoices section, select your preferred option.