A Bill Run is the process of generating invoices for customers in bulk. Instead of creating invoices one by one, a Bill Run lets you issue them for all members and companies at once. This helps you save time, reduce errors, and maintain consistent billing periods.
This article explains what Bill Runs are, when to use them, and how they affect your invoices.
Summary
Bill Runs generate invoices in bulk for members and companies.
Automatic Bill Runs create invoices on a set schedule each month.
Manual Bill Runs let admins control timing and adjust invoice dates.
Bill Runs ensure customers are billed consistently across all contracts and memberships.
Invoices created in a Bill Run can be reviewed and adjusted before they are sent.
What is a Bill Run?
A Bill Run is the process of generating invoices for memberships, fees, and bookings in OfficeRnD Flex. Bill Runs ensure that all charges for a given billing period are collected, invoiced, and ready for payment.
You can:
Let Flex generate invoices automatically on each member's or company's billing day.
Let Flex generate invoices automatically on the same day of the month each month.
Perform a manual Bill Run for more control over invoice timing and details.
Billing period and billing period start date
A billing period is the time frame the system uses to determine which charges to include on invoices. It defines the start and end dates used to check for membership, one-off, and booking fees.
The billing period start date, also known as the billing date, is the day of the month on which your organization's billing period begins. For example, if you set it to "1st", your billing period will be from the 1st day of each month until the day before the 1st day of the next month. Configure your billing period start date →
Bill Runs generate invoices for membership fees from the next billing period and one-off fees and booking fees from the previous billing period. The reason for this is that Bill Runs generate invoices for the future, and no fees have been generated as of the time the Bill Run is executed.
To illustrate this, let's examine the following example (look at the screenshot below). The Bill Run is set to generate invoices on the 1st day of the same month as the billing period start date. This means that:
Invoices will be generated on Oct 1, 2025, for the billing period Oct 1, 2025 – Oct 31, 2025.
The Bill Run will include the booking and one-off fees for the period Sep 1, 2025 – Sep 30, 2025.
Automatic Bill Runs
Automatic Bill Runs are scheduled based on your billing rules. Once configured, the system generates invoices for all memberships and fees without further input from you. Activate automatic invoice generation →
This option saves time by eliminating the need to manually create invoices. However, the invoice issue date will always match the day the automatic run is executed. This means revenue is reported in the current month, not a future billing month.
Tip: If you want to switch to manual Bill Runs, you can cancel the automatic Bill Run from Settings > Billing > Billing Rules.
Manual Bill Runs
A manual Bill Run allows you to generate invoices on demand and with greater control. Perform a manual Bill Run →
You can:
Choose which members and companies, locations, and services to include.
Set custom issue and due dates to align with your accounting periods.
Apply discounts or custom properties across all invoices in the run.
Preview invoices before generating them to confirm accuracy.
Export invoices as PDF or CSV for easy review or sharing.
Manual Bill Runs are especially useful when you want to notify customers of charges early, while still accounting for revenue in the correct month. For example, you can generate invoices 5 days before the start of the month and set the issue date to the 1st day of the month. Generate invoices early with the correct issue date →
How do automatic and manual Bill Runs interact
If you perform a manual Bill Run without canceling the automatic one, the automatic run will still trigger at its scheduled time. However, it will only create invoices for memberships or fees that were not included in the manual run.
If all customers are already invoiced, the automatic run will skip that cycle.
When to use automatic vs. manual Bill Runs
Many operators rely on a mix of both: automatic runs for regular billing cycles and manual runs for special cases, adjustments, or early notifications.
Here are the general use cases:
Use automatic Bill Runs to generate invoices on a fixed schedule without review.
Use manual Bill Runs for flexibility to review invoices, apply discounts, or control the issue and due dates.
Bill Runs vs. Purchase Flows
The difference between the Bill Run and the Purchase Flows is important for understanding how billing works in OfficeRnD Flex.
The automated Bill Run is a scheduled process that generates recurring invoices for upcoming billing periods.
The Purchase Flow is a real-time invoicing process triggered when a member or a non-member purchases something outside the usual billing cycle (a membership, a one-off service, or a booking).
There are two default purchase flows: one for members and one for non-members. By configuring each purchase flow, you can set rules to determine whether invoices should be generated, charged, and sent immediately upon purchase.
Tips for success
Use automatic Bill Runs for consistent monthly billing, and manual ones when you need extra control.
Always double-check issue dates in manual Bill Runs to ensure revenue is recorded in the correct month.
If you generate invoices early, communicate clearly with customers so they know when payment is due.
Review all invoices in the Bill Run before sending them, especially if discounts or deposits are applied.