One of the most important functionalities that OfficeRnD provides to you is billing your customers. This can happen either automatically or manually.
You want to do a manual bill run if:
- You want fine-grained control over the whole billing process (issuing, checking, sending).
- You want to check the created invoices before sending them to your customers.
- You want to control the Issue Date and Due Date of the invoices.
In order to do a bill run, you can go to Billing/Invoices and click the Bill run button. You will get a preview of all the invoices for the selected period.
Changing any of the fields on this screen (e.g. Issue Date, Method, Period Start, Invoice For, Due Date, For) will apply the new value to all invoices that are about to get generated. For example, if you change the Issue Date to be 1st of May, this will be propagated to all invoices in the list and all of them will have 1st of May as Issue Date.
On the other side, if you want to change a field only for certain invoices, you can click on a specific invoice and change it only for that one invoice. Clicking on an invoice number will actually open a dialog with a detailed breakdown of everything that's included in the invoice and will also allow you to change each property as well as add/remove items.
NOTE: When looking at the Billing dashboard (Billing/Dashboard) the revenue for an invoice will be accounted for the month in which the invoice is issued for.
Although this makes sense, many spaces charge their customers for the month to come but want to generate all invoices a few days earlier so their customers are notified on what they have to pay. This is possible using both manual and automatic bill runs but the drawback is that the issue date of the invoices will be for the current month and not for the month your customers are actually paying for. This leads to invoices being shown as revenue for the current month.
The manual bill run gives you great control over both Issue Date and Due Date properties which allow you to overcome this problem. Let's say you are charging your customers on the 1st of each month but you want to generate the invoices 5 days earlier and send it through. You also want to see those invoices accounted for the month for which your customers are paying.
In this case, 5 days before the 1st of the month you go and create a manual bill run and set the Issue Date field (on the image above) to be the first of the month you are billing for. Do all other adjustments you might want to do and click Generate Invoices.
Voila, all invoices are generated right away (5 days before the 1st), their Issue Date is correctly set (which means they will be accounted for the month you are billing for) and they are ready to be sent out to your customers.
How to export the preview of the bill run
If you'd like to preview all of the invoices that you're going to generate with the bill run you can do so by using the "Preview Invoices" button.
Once you click it all of the invoices that should be generated for the specified period and option will be listed below.
Now that the invoices are generated you'll be able to see an "Export" button on the right side of the screen, which will allow you to export all of the invoices that are going to be generated.
During the export you can specify whether you'd like to "Summarize the invoice data", i.e to see a single row per invoice, rather than every single line item to be visible on a separate row in the exported table.
You can also expose the custom properties of members in the export.
The export is very useful, because you'll be able to take a detailed look of all the data that is going to be contained by the invoices that you're going to generate with the manual bill run.
If you'd like to update all invoices that are going to be issued by the bill run you can click on "More Options".
One of the most important options that you can use is the one to apply a discount to all invoices issued by the bill run.
This can be done by entering a value in the "Additional invoice discount" field.
This will deduct from the total amount of the invoice, based on the percentage value that you've entered.
For example, if you enter 20, then the total amount of the invoice will be reduced by 20%.
NOTE: You can only apply a 100% discount if you allow the creation of invoices with a 0 total and do not filter out line items with a price of 0. These settings can be found in Settings/Billing.
How to apply a custom property to all invoices issued by the bill run
You can also use the "More options" section to apply a custom property to all invoices, issued by the bill run.
Please see our article on custom properties for more information.
Each custom property you've created, that applies to invoices will have a separate field in this section.
The type of field depends on the type of property - more on that in the aforementioned article.
Once you set a value for it, that value will be applied to all invoices issued by the bill run.