OfficeRnD can automatically generate invoices (via Bill Run) for all one-off and membership fees every month. However, there are cases where the automatic Bill Run may not detect a membership or one-off fee. In such cases, you must manually generate invoices for them.
Important: If you generate an invoice manually, you must also send it manually. The system only sends invoices automatically when they are generated by the automated Bill Run.
When should I manually generate an invoice for a membership?
The automated Bill Run in OfficeRnD generates invoices on a specific date each month. If you create a membership that starts within an already invoiced billing period, you must manually generate an invoice for that membership's first month(s). The system will notify you about this with a warning in the Add Membership dialog.
Examples of when to manually generate a membership invoice:
Membership starts mid-period: If OfficeRnD generates invoices a few days before the 1st of the month, and you add a membership after the invoice generation date but before the 1st of the month, you must manually generate an invoice.
In this case, manually generate an invoice covering both the current month's remainder and the next month.
Adjust the invoiced period to include two months when generating the invoice.
Pre-paid memberships: If a member chooses to pre-pay for multiple months—such as 3, 6, or 12 months—you must manually generate an invoice to reflect the full pre-paid period.
When should I manually generate an invoice for a one-off fee?
The Bill Runs in your OfficeRnD organization can automatically generate invoices for one-off fees, but only if the fees:
occurred in the last 30 days, and
are not configured to be billed in advance.
If these conditions are not met, you must manually generate an invoice.
You must manually generate an invoice for a one-time fee in these cases:
Fee with a past date: If a one-off fee is created with a date that falls within an already invoiced billing period or if the next Bill Run is scheduled for more than 30 days later, you must manually generate an invoice.
Fees with "Bill in Advance" enabled: If a one-off fee is configured for billing in advance and the next Bill Run occurs after the fee's date, you must manually generate an invoice.
Additional note on billing in advance:
When you create a one-off fee for a future date (for example, a deposit for a membership starting mid-next month), you may want to invoice it before the start date. In this scenario:
Use the Bill in Advance option.
This feature ensures that the Bill Run invoices the fee before its start date.
Remember: By default, the Bill Run can only invoice one-off fees with a start date in the month preceding the Bill Run.