OfficeRnD Flex gives you full control over how your invoice documents look. Beyond the visual design, you can customize what appears in the Description field of each line item and define how invoice, credit note, and overpayment numbers are structured. This is especially helpful when you want your billing documents to align with internal processes, include more detailed information, or reflect location-specific formats.
In this article, you’ll learn how to adjust invoice line item descriptions and control the numbering sequence for your billing documents using templates and dynamic properties.
Summary
Customize what appears on each invoice line item.
Include details like plan names, dates, and payment methods.
Set unique numbering formats for invoices, credit notes, and overpayments.
Use properties like {{year}} and {{locationCode}} in numbering templates.
Control when numbering resets: by month, year, or location.
Apply separate templates for credit notes and overpayments if needed.
What are templates?
A template is a reusable blueprint that determines which pieces of information appear on your billing documents. It lets you:
Define the invoice reference numbers. You can later edit the reference numbers of each individual invoice.
Choose what information shows up on each line item (for example, plan name, price, date).
Format document numbers and their sequence.
Examples:
Adjusting the invoice‑numbering template lets you go from a simple
INV-0001label to something likeINV-2025-TD-001by picking different properties.Changing a line‑item template could make the line item label much more informative, for example
Setup Fee, $250.00, Nov 1, 2023 - American Express.
What are properties?
A property is a placeholder that's replaced with real data when a document is generated. Each property pulls in a specific value from your billing system.
{{planName}}→ “Premium Plus”{{customerName}}→ “Acme Corp.”{{invoiceDate}}→ “July 21, 2025”
Example: In the invoice‑numbering template, using the property {{year}} ensures each invoice number starts with the current year.
Customize line item templates
To customize the line item templates, go to Settings > Billing > Billing Rules and scroll down to the bottom of the page.
The information you include in the line item templates is displayed in the "Description" column on the invoice. In other words, you change the names of the line items:
If the line item is any of the following types, the information you add to the respective template will be used as the line item's name and listed in the "Description" column on the invoice.
Membership item template
One-off item template
Processing fee item template
Booking fee item template
Late fee item template
Order fee item template
Grouped order fee item template
Customize invoice reference numbers
You can also update the invoice reference template to help you manage your billing documents better.
After the document is generated, you can still edit the reference number for each individual invoice and override the number that was added automatically. For example, you can include the contract number to which the invoice relates for improved internal management and tracking.
Invoice number template
To customize the numbering order for your invoices, go to Settings > Billing > Billing Rules and select Generate invoice numbers in OfficeRnD. Then, you can include any combination of the following data in the numbers of your invoices:
Invoice number
Location code
Issue month
Issue year
Example format:
INV-{{locationCode}}-{{year}}-{{number}} → INV-TD-2025-3663
You can also set the rules for when the numbering sequence will reset. You can have separate numbering:
For each location. If you select this, you must add the
{{locationCode}}property in the invoice number template.For each month. If you select this, you must add the
{{month}}property in the invoice number template.For each year. If you select this, you must add the
{{year}}property in the invoice number template.For any combination of the previous three. In the invoice number template, you must add the appropriate property for each selected item.
Credit Note number template
To use a separate numbering format for Credit Notes:
Go to Settings > Billing > Billing Rules.
Select Generate invoice numbers in OfficeRnD.
Select Separate number template for Credit Notes.
Enter your preferred format using any of the following properties:
{{number}}{{locationCode}}{{month}}{{year}}
Example format:
CN-{{locationCode}}-{{number}} → CN-TD-13.
You can also set the rules for when the numbering sequence will reset. You can have separate numbering:
For each location. If you select this, you must add the
{{locationCode}}property in the Credit Note number template.For each month. If you select this, you must add the
{{month}}property in the Credit Note number template.For each year. If you select this, you must add the
{{year}}property in the Credit Note number template.For any combination of the previous three. In the Credit Note number template, you must add the appropriate property for each selected item.
Overpayment number template
To use a separate numbering format for overpayments:
Go to Settings > Billing > Billing Rules.
Select Generate invoice numbers in OfficeRnD.
Select Separate number template for Overpayments.
Enter your preferred format using any of the following properties:
{{number}}{{locationCode}}{{month}}{{year}}
Example format:
OP-{{locationCode}}-{{number}} → OP-TD-27.
You can also set the rules for when the numbering sequence will reset. You can have separate numbering:
For each location. If you select this, you must add the
{{locationCode}}property in the overpayment number template.For each month. If you select this, you must add the
{{month}}property in the overpayment number template.For each year. If you select this, you must add the
{{year}}property in the overpayment number template.For any combination of the previous three. In the overpayment number template, you must add the appropriate property for each selected item.
Tips for success
Always include the required property when enabling numbering resets. For example, if you reset by month, include
{{month}}in the template.You can manually override the invoice reference for individual documents if needed. For example, you can include the contract number to which the invoice relates.
Use clear and structured templates to enhance finance reporting and client clarity.
Keep templates consistent across locations unless you have different accounting rules.