Invoicing settings control how your organization issues invoices, applies proration, and handles payments. These settings create the foundation for billing consistency, ensuring that customers are charged accurately and on time. While the rules apply globally, you can adjust them for individual companies or members when exceptions are needed.
This article will help you understand what invoicing settings are, who can configure them, when to update them, and how to manage the different options available in OfficeRnD Flex.
Summary
Invoicing settings define how invoices are created, prorated, and charged.
They apply globally but can be customized for specific companies or members.
Only admins with the Owner role can configure invoicing settings.
You can configure proration, invoice grouping, invoice generation rules, automatic charging, receipts, and reminders.
Settings are managed from Settings > Billing > Invoicing.
Before you start
You must be an admin with the Owner role to edit invoicing settings.
Other teams, such as finance or accounting, may provide requirements but cannot make the changes directly.
Check with your finance team before updating settings that affect compliance or accounting integrations.
Decide whether you will rely only on global rules or also apply custom rules for companies or members.
What are invoicing settings?
Invoicing settings define how Flex generates and processes invoices. They cover the full billing cycle, from issuing the invoice to handling payments and reminders. To access them, go to Settings > Billing > Invoicing.
They include rules for:
Proration for members joining mid-cycle.
Invoice line items and discounts.
Invoice grouping by contract or fee type.
Automatic invoice generation and sending.
Automated charging and payment receipts.
Notifications for failed or overdue payments.
Invoice numbering and templates.
Who can configure invoicing settings?
Only admins with the Owner role can edit invoicing settings. This restriction ensures that sensitive financial rules are controlled and not changed accidentally.
"Owner" admins are often the founders, account holders, or senior operations managers responsible for overseeing the overall business.
Other teams, such as finance, accounting, or operations, may request changes from the Owners when they need updates to support their daily tasks. For example, the finance team might request a new tax rate, or the operations team might need multi-location billing enabled, but the actual configuration must be done by the Owner.
This way, Owners maintain control over system-wide financial rules, while other teams contribute requirements based on business needs.
When to configure invoicing settings?
You should configure or update invoicing settings in these situations:
During initial setup of your Flex account to define global invoice rules.
When onboarding new customers who need proration or custom billing cycles.
When updating compliance to align with new tax or accounting requirements.
When integrating with external software, such as Xero or QuickBooks.
When refining workflows, such as adding overdue reminders or automated charging, to reduce manual work.
General invoicing settings
To configure these settings, go to Settings > Billing > Invoicing.
Proration
Proration is used for members who join your space after the billing date has passed. In such cases, the system will prorate the amount the customer owes based on the number of days they spend with you during that month.
Depending on which invoice should be prorated, you have two options: either prorate the first invoice the customer will receive or the second one. Learn more about proration and how it works →
You can also choose how the system will calculate the proration. You can use the Average Month Length (365 / 12 = 30.42 days) or the Current month length (for example, 31 for March, 30 for April, 28 for February).
$0.00 Line Item Settings
An invoice can have invoice line items that are priced at $0.00. The following two options could be used if an admin wants to filter the $0.00 priced invoices and wants to allow generating an invoice with a total value of $0.00:
Filter invoice line items with a $0.00 total – Any line item priced at $0.00 will not be added when generating an invoice with fees and memberships. The system would create invoices with fees and memberships, and the $0.00 amount would not appear, as it would be filtered out.
Enable creating invoices with a $0.00 total amount – An invoice can be generated with a total or sum of $0.00.
Important: Do not select both, as this would prevent admins from creating invoices priced at $0.00 and would generate an error.
Display plan % discounts as negative amount line items – Displays plan discounts as negative line items on invoices.
Credit notes can be allocated to invoices from other locations
By default, you cannot allocate a Credit Note created in one location to an invoice in another location. However, if you select this checkbox, the system will allow you to allocate a Credit Note created in location A to an invoice in location B.
Invoice generation settings
You can configure how invoices are generated and whether you will create a single invoice for everything or separate invoices.
By Fee Type
Single Invoice: Select this option if you want to generate a single invoice for all membership fees, one-off fees, and bookings.
Separate Invoices: Select this option if you want to generate separate invoices for each fee type.
By Contract
Single Invoice: Select this option if you want to generate a single invoice for all membership fees from all contracts.
Separate Invoices: Select this option if you want to generate separate invoices for each contract.
Note: Segregation only applies during Bill Runs. The invoice groups will not be separated if you manually add an invoice using the Add Invoice button in the company or member profile.
Configure automatic invoice generation
Our system can automatically generate invoices for your organization if you select the Automatically checkbox.
You should also check your Purchase Flow options. You can configure them to automatically generate, charge, and send invoices.
Set invoice generation rules for your monthly Bill Run:
Choose how many days before the billing date invoices are generated.
Set the invoice issue date and due date relative to the billing date.
Note: The Billing Date refers to what you have selected as the Billing Date option. If it is 1st or any other number, these settings will take the number as the billing date. If you have selected 'Member Start Date,' the settings will take the individual billing date for each member. Learn more about custom billing dates for members and companies →
Use the exact day of the month dates for the automatic generation of invoices
If you want the invoices issued on the exact date and do not use the options described so far, you can select this checkbox. After that, you can change the generation, issue, and due dates of the invoices.
For each date, you'll have the following options:
X day of the month – The exact day on which you'd like the date to be set.
Same month as the billing date – Here, you can select whether the date should be in the same month as your organization's billing date or up to three months before that.
Example: If your billing date is set to the 1st and you set the invoices to be generated on the 1st of each month and "a month before" the billing date, the invoices for the next month will be generated on the 1st of the month.
Require approval for prorated invoices
Select this checkbox to keep prorated invoices as a draft that requires review.
Automated Invoice Sending
Select this checkbox to allow automated invoice sending when generating the invoice. When the invoices are generated, members can view them on the Member Portal, even if they have not been sent via email yet.
Determine which invoices can be edited
Select the checkboxes to let admins edit paid, sent, and voided invoices. Please ensure this complies with your country's laws before activating these functionalities.
Configure invoice emailing settings
Please check this section to send the invoices to the company's email address and/or to the company's billing person. You can attach the invoice PDF to the email sent and CC another email, which could be an alternative admin email.
To avoid issues, please ensure each company and billing person has an email address added to the system.
Configure invoice charging settings
Select Automatically to charge companies or members' invoices through your integrated payment gateway. If this option is selected, OfficeRnD will automatically charge your invoices on their due date if the company or member has entered payment details into the system.
This isn't possible for custom payment integrations.
Specific Scenarios
When the issue date matches the due date
In situations where the invoice creation or issue date coincides with the due date, Automated Charging will trigger payment on that same day. This setup ensures that charges are processed immediately upon invoice issuance.
When the issue date differs from the due date
If the issue date and due date are not the same, Automated Charging will wait until the due date to process the payment. This flexibility accommodates varying payment terms, providing businesses with control over scheduling their payment collections.
General rule for automated charging
OfficeRnD's Automated Charging system processes payments based on the invoice due date, not the invoice creation or issue date. This ensures that payments are aligned with the agreed-upon payment terms rather than the timing of invoice issuance.
If a company or member enters their payment details after the invoice due date, OfficeRnD will attempt to charge them again daily, every hour at the 30th minute. For example, at 3:00 PM, 3:30 PM, 4:00 PM, 4:30 PM, and so on.
OfficeRnD will charge invoices with due dates in the past if they were not previously charged.
If the payment fails (for example, due to insufficient funds), the system will not attempt to charge the invoices again.
Key takeaways
Automated charging triggers payment on the invoice due date. For direct debit with GoCardless, charging requests can be sent earlier, so funds settle on time.
If the issue date equals the due date, payment is triggered the same day.
If payment details are added after the due date, OfficeRnD retries every 30 minutes.
Failed payments are not retried automatically.
Automated Charging is not supported for custom payment integrations.
Configure automatic generation of payment receipts
A receipt is proof of a successful payment. It indicates the total amount applied to the invoice, as well as any remaining credit.
Automatically
You can select Automatically to automatically send receipts to members after a successful payment.
Add receipt numbers
Select this checkbox to automatically generate unique, sequential numbers for each receipt. You can then define the total number of digits in the receipt numbers. They will be completed with leading zeroes. For example, enter "5" to format the receipt number 365 as "00365".
Configure notification settings for failed payments
Notify members and/or admins if an invoice fails to be charged (this is used for automatic payments that go through a payment gateway integrated with OfficeRnD).
Configure overdue reminder settings
Select Automatically to send overdue invoice reminders. You can input your reminder dates using three date slots.
Note: These reminders are sent automatically based on the dates you set. They cannot be triggered manually.
Generate invoice numbers in OfficeRnD
This checkbox is available only if you integrate with accounting software (Xero or QuickBooks). Don't select this option if you want your accounting software to generate invoice numbers automatically.
Note: When you connect OfficeRnD to a QuickBooks instance that invoices other products or services in addition to OfficeRnD invoices, we recommend using QuickBooks numbering to prevent duplicate invoice numbers between the two systems.
In that case, go to Settings > Billing > Billing Rules and clear the Generate invoice numbers in OfficeRnD checkbox. You must also turn off Custom transaction numbers in QuickBooks.
If you let OfficeRnD generate the invoice numbers, enable Custom transaction numbers in QuickBooks. To find that setting, open QuickBooks in a new tab, click the cogwheel, and select Company Settings. Then, open the Sales tab and, under Sales form Content, select Custom transaction numbers.
Allow admins to edit invoice numbering
If you select the Allow admins to edit invoice numbering checkbox, administrators will be able to edit invoice numbers during or after invoice creation.
Generate invoice documents in OfficeRnD
This checkbox is available only if you have an integration with accounting software (Xero or QuickBooks). If you want your accounting software to create invoice PDF documents, this checkbox should not be selected.
Configure the invoice number template
When generating billing documents, the system can automatically assign numbers based on a template in a sequential order. Users can also opt out of the system's automatic number assignment, which allows an accounting integration to create and sync the numbers.
The final billing settings section is to customize the invoice template. You can add the custom properties listed. For more information or support in setting up, please contact our support team or your onboarding representative.
Properties must be inserted in double curly brackets: {{ locationCode }}.
