You've just added a new member or agreed to a one-off charge, and then realize billing has already run for this month. The invoice isn't there, the member hasn't been charged, and now you're double-checking whether this will show up next cycle or get missed entirely.

OfficeRnD Flex creates most invoices through scheduled Bill Runs, but those runs capture charges only when they meet specific timing rules. When a membership starts mid-period, or a fee is added after billing has already run, it won't be included automatically. In those cases, you must create the invoices manually to keep your numbers accurate and avoid chasing payments later.

Billing usually runs on autopilot until timing gets in the way. If a membership or a fee is added outside the window the Bill Run looks at, it won't be picked up, even if the charge is valid and expected.

This is why invoices sometimes appear to be missing or delayed.

A Bill Run only creates invoices for memberships and fees that fall within its supported billing window and timing rules. If a charge is added too early, too late, or after billing already happened, the system skips it.

That usually happens when:

When this happens, nothing is wrong, but nothing is billed either.

You need to create an invoice manually when you cannot wait for the next Bill Run or when the charge does not fit the standard billing window.

This includes cases where:

In these situations, manual invoicing lets you choose the correct billing period instead of waiting or adjusting dates to force the system.

If you create an invoice manually, you must also send it manually.

Invoices created by a Bill Run are sent automatically. Manually created invoices are not. This is intentional, so you can review them before they go out.

Knowing when to create invoices manually helps you:

If you've ever found yourself double-checking whether a charge will show up next month, this is what you must do without disrupting your billing flow.

Membership invoices are created during a scheduled Bill Run. If the membership start date does not align with that run, the invoice is skipped, and nothing is billed.

You need to create a membership invoice manually when:

In both cases, waiting for the next Bill Run either partially misses billing or produces the wrong invoice period.

Here are examples when you must manually create a membership invoice:

This is the most common case.

If you add a membership after the Bill Run has already created invoices for the current period, the system does not automatically go back and invoice it.

What this looks like in practice:

Because the membership was added after the Bill Run, it was not included in the Bill Run. If you do nothing, the member will not be invoiced for the period June 1–June 24.

What to do instead:

This lets you bill the membership correctly without shifting start dates or waiting an extra month.

Some members prefer to pay several months in advance. When this happens, the Bill Run cannot automatically generate the correct invoice.

If you receive a single prepayment, you must create the invoice manually and define the full prepaid period yourself.

Example:

Before sending the invoice, review it and remove:

This keeps the invoice clean and prevents double-billing later.

When an invoice covers more than one month, it is always created manually. The Bill Run only generates invoices for its standard billing window and does not combine multiple periods into a single invoice.

Manual invoicing is the only way to control longer membership periods and prepaid scenarios.

One-off fees and booking fees are picked up by the Bill Run only if their dates fall within a specific window. When a fee sits outside that window, it is skipped, and no invoice is created.

You need to create a one-off fee invoice manually when:

In both cases, the fee exists, but billing does not happen automatically.

Sometimes, you might create a one-off fee for a service or booking in the past.

However, the Bill Run invoices one-off fees only for the previous 30 days. Anything older than that is ignored.

Example:

Because the booking fee is dated April 10, it falls outside the invoiced period for booking fees. The fee will not be billed unless you create the invoice manually.

When adding a one-off fee, you can select the "Bill in Advance" checkbox. Bill in Advance changes when a fee is invoiced. Instead of being billed in the period it occurs, it is billed in the previous period.

This works only if the relevant Bill Run has not already happened.

How this normally works:

For example:

When it breaks:

Because the system does not go back and re-run billing, the fee is skipped. You must create the invoice manually.

Sometimes you want to invoice a fee before the service starts, for example:

In these cases:

If the relevant Bill Run has already passed, manual invoicing is required.

When does OfficeRnD Flex automatically create invoices?

OfficeRnD Flex automatically generates invoices during the scheduled monthly Bill Run. Only memberships and one-off fees that meet the Bill Run timing rules are included. If a charge falls outside that window, no invoice is created until you take action.

Do I need to send manually created invoices myself?

Yes. Invoices created manually are not sent automatically. Automatic sending applies only to invoices created by a Bill Run. When you create an invoice manually, review it and send it to the member yourself.

When do I need to manually create an invoice for a membership?

You need to create a membership invoice manually when:

In these cases, the Bill Run does not go back and generate the missing invoice.

When do I need to manually create an invoice for a one-off fee?

You need to create a one-off fee invoice manually when:

How can I invoice a one-off fee before its start date?

Use Bill in Advance when creating the one-off fee. This tells the system to invoice the fee in an earlier billing period, before the actual date of the service, as long as the timing lines up with the next Bill Run.

What happens if I miss manually generating an invoice?

The charge will not be billed automatically. This can lead to:

If you notice a missing charge, create and send the invoice as soon as possible to keep billing accurate and predictable.