In Flex, you can manually record payments for invoices that were paid outside your integrated payment gateway. This is useful for cash, cheque, or bank transfer transactions that need to be reflected in your billing records. For example, you might use the POS option to record payments processed via an external card machine, ensuring the invoice's status is updated to match the external transaction records.
This article explains how to add manual payments to invoices, choose the correct payment method, and download or send payment receipts once the payment is recorded.
Before you start
Familiarize yourself with how invoicing works. Get started with invoicing →
Manually add a payment to an invoice
Sometimes, you might need to enter a payment for an invoice manually. For payments made via cash, cheque, or other offline methods, use the Add manual payment feature:
Go to
Billing > Invoices and open an invoice.Click Add manual payment. Alternatively, click Charge Stored Details if the member or company has their payment details stored in the system.
Select the payment method: Cash, Bank Transfer, POS, or Cheque. POS should be used for payments made outside OfficeRnD Flex, such as transactions at an external card terminal or via other external methods.
Enter the payment amount.
(Optional) Under Reference, enter the cheque reference number or another reference to the payment document.
Enter the payment date.
Click Add.
If the payment covers the full amount of the invoice, the invoice status will automatically change to "Paid".
You can then download and send the payment receipt:
Click Download PDF in the Payments section.
Click Generate or Send in the Receipts section.
How to undo a POS payment
If a POS payment was recorded in error or needs to be removed, follow these steps to return the invoice to "unpaid" status:
Open the invoice with the POS payment.
Find the POS payment entry that was recorded.
Click the cogwheel icon next to the POS payment entry and select Delete.
Once deleted, the payment record is removed, and the invoice status is updated to "unpaid".
Removing a POS payment does not process a refund or any monetary adjustment automatically—it only updates the status within OfficeRnD Flex.
Always verify the payment records in your external systems to ensure consistency.
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