Sometimes you must manually handle invoice payments, such as when receiving cash, prepaying for a service, resolving failed automatic payments, or charging a stored card for immediate services.
This article explains how to enter manual payments or directly charge a customer's saved payment method using OfficeRnD Flex. Managing payments manually provides flexibility, ensures accurate financial records, and allows quick resolution of billing issues outside regular automated billing cycles.
By the end of this article, you'll know how to add manual payments for various payment methods, charge stored payment details for immediate transactions, and accurately update invoice statuses.
Manually add a payment to an invoice
You can add payments to invoices in the following cases:
When members pay in cash or with a cheque.
You must account your payments but haven't set up accounting or payment provider integrations.
To add a manual payment to an invoice:
Go to Billing > Invoices and open an invoice.
Click Add Manual Payment.
A dialog opens with several options:
Select the payment method - Cash, Bank Transfer, POS, Cheque.
Enter the payment amount.
(Optional) Under Reference, enter the cheque reference number or another reference to the payment document.
Enter the date of the payment operation.
Click Add.
If the payment is for the full amount of the invoice, the invoice will automatically be marked as paid.
Customers with stored payment details
If you have stored a customer's payment details, you can manually initiate a charge for an invoice.
When to charge stored payment details?
You might want to manually initiate a charge on a customer's card in one of the following cases:
Ad-hoc or one-off charges
The member made a walk-in booking, purchased snacks, printing credits, locker rental, or other services not included in their plan, so you charge them on the spot.
Upfront payment for new services or plans
The member upgrades to a new plan or adds a team member mid-cycle, and you want to charge immediately rather than wait for the next billing date.
Manual invoice created
If you issue a manual invoice (outside the automatic billing run), you can charge the saved payment method directly to settle it.
Prepayments or deposits
The member is required to prepay for a service, like an event space or security deposit. You can charge the stored payment method before confirming the reservation.
Failed automatic payment retry
A recurring invoice failed due to insufficient funds or a card error. You fix the issue and retry the charge manually via OfficeRnD.
Membership reactivation
A member reactivates their membership after a pause or termination. You may charge them before activating it again.
End-of-term balance collection
Before offboarding a member, you may charge the remaining balance or final invoice directly using the stored payment method.
Charge stored payment details
If you have stored the payment details of a customer or a company, you can initiate a charge to cover an invoice payment.
Go to Billing > Invoices and open an invoice.
Click Charge Stored Details.
Enter the amount to be charged and select the card you want to charge. Leave it to "Auto" or open the drop-down menu and select the card you want to charge.
