The 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 entire billing cycle, from issuing invoices to handling payments and sending 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 protected from accidental changes.
"Owner" admins are often founders, account holders, or senior operations managers who oversee the business as a whole.
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
First, you can configure proration rules and $0 line items. You can also define what invoices you can edit and delete. Configure general invoicing settings →
Invoice generation rules
Automated invoice charging and payment receipt generation
Invoice emailing and notifications
Invoice numbering and templates