You just added a new member who wants to start next week, but this month's invoices have already been sent out. You realize their membership won't be automatically billed unless you do something.
OfficeRnD Flex automates most of the billing process through monthly Bill Runs. However, there are specific cases where automatic invoice generation does not happen. In these situations, you must manually generate invoices to ensure accurate billing. Knowing when this is needed helps you avoid missed payments and ensures your billing stays accurate.
This article explains when you must create invoices manually, how to handle memberships that start mid-period, and when to manage billing for one-off fees. By understanding these scenarios, you can ensure complete and timely invoicing across your organization.
When must you manually generate an invoice in OfficeRnD Flex?
OfficeRnD Flex uses automated Bill Runs to generate and send invoices for memberships and one-off fees. These are scheduled events, typically run once per month, based on predefined billing periods.
However, the system only includes fees or memberships that meet specific timing criteria. If a fee or membership is added after the latest Bill Run or outside the supported invoice range, it will be excluded.
To resolve this, you can manually generate an invoice and choose the correct billing period.
Manual invoice generation is necessary when:
A membership starts mid-period and was not included in the last Bill Run.
A member wants to pre-pay for multiple months in advance.
A one-off fee falls outside the 30-day billing window or has “Bill in Advance” enabled.
You create a fee or membership after the last Bill Run, and cannot wait for the next one.
Important: If you manually generate an invoice, you must also manually send it. The system only sends invoices automatically when they are generated through the automated Bill Run.
When should you manually generate an invoice for a membership?
The Bill Run in OfficeRnD Flex creates invoices on a specific date each month. You must manually create a membership invoice in any of these situations:
The membership starts during a period that has already been invoiced.
The member is pre-paying for multiple months.
Here are examples when you must manually generate a membership invoice:
Membership starts mid-period:
You run the Bill Run on the 25th of each month.
A new member starts on the 1st of the next month.
You added their membership on the 27th.
This membership was not included in the Bill Run.
Manually generate an invoice covering the remainder of the current month and the whole next month.
Adjust the invoiced period to span two months when creating the invoice.
Tip: When generating the invoice manually, you can include the current and next month in a single invoice by adjusting the invoice period.
Pre-paid memberships:
A member pays upfront (for example, for 3, 6, or 12 months).
You need to manually create a single invoice that covers the full period.
Adjust the invoice period to reflect all included months.
When should you manually generate an invoice for a one-off fee?
You must manually invoice a one-off fee in any of these situations:
The fee is older than 30 days.
The fee is set to "Bill in Advance," and the next Bill Run will happen after its date.
Here are examples when you must manually generate a one-off fee invoice:
Fees with a past date:
You apply a one-off fee on May 1 for a missed meeting room booking from April 10.
If the May Bill Run cannot reach back 30 days, you must invoice it manually.
Fees with "Bill in Advance" enabled:
You create a fee dated for June 10, but your next Bill Run is on June 5.
The system will skip the fee because the date is in the future.
You must manually generate the invoice or adjust the fee for billing.
Additional note on billing in advance
When you create a one-off fee for a future date, such as a deposit for a membership starting mid-next month, you may want to invoice it before the start date.
In this case:
Use the Bill in Advance option. Learn how to use Bill in Advance for one-off fees →
This option ensures that the Bill Run will invoice the fee before the future start date.
Remember: By default, the Bill Run can only invoice one-off fees with a start date within the month before the scheduled Bill Run.
FAQ: Manual invoice generation in OfficeRnD Flex
When does OfficeRnD Flex automatically generate invoices?
If the conditions are met, OfficeRnD Flex automatically generates invoices for memberships and one-off fees during the monthly Bill Run.
Do I need to send manually generated invoices myself?
Yes. When creating an invoice, you must also manually send it to the member. Automatic sending only happens for invoices generated during the Bill Run.
When do I need to manually generate an invoice for a membership?
You must manually create an invoice if a membership starts within an already invoiced billing period or if the member pre-pays for several months.
When do I need to manually generate an invoice for a one-off fee?
You must manually generate an invoice if the fee occurred more than 30 days ago or if it is set to be billed in advance and the Bill Run happens after its date.
How can I invoice a one-off fee before its start date?
Use the Bill in Advance option when creating the fee. This ensures the Bill Run invoices the fee before the specified start date.
What happens if I miss manually generating an invoice?
If you miss manually generating an invoice, the member may not be billed correctly. To maintain accurate billing, you must create and send the invoice as soon as possible.