Billing cycle segregation in OfficeRnD Flex enables you to control how charges, such as memberships, fees, and bookings, are grouped into invoices. This feature allows you to choose between generating a single combined invoice or splitting charges into separate invoices based on your billing needs.
If you manage multiple types of charges or want cleaner accounting records, this tool can help reduce confusion. In this article, you'll learn how to set up billing cycle segregation and apply it to automated and manual billing processes.
Summary
Set your billing cycle preferences in the Flex Admin Portal to match your accounting setup.
Choose to combine all charges into a single invoice or separate charges by type or contract.
Apply billing cycle segregation to both automated and manual bill runs.
Ensure that invoices are generated in a way that helps your team stay organized and collect payments on time.
Understand when segregation settings apply and when they do not.
What is billing cycle segregation?
Billing cycle segregation controls how OfficeRnD Flex will group charges into invoices during billing. It allows you to choose between creating a single combined invoice for all charges or separating invoices by fee type or contract type.
When and why to use billing cycle segregation
If you need to align your invoicing process with the way your accounting team tracks charges, billing cycle segregation allows you to determine how charges are grouped. You may want this feature if your team prefers separate invoices for membership fees and bookings to simplify reconciliation.
Often, finance teams and admins use this when working with external accounting systems or when clients request separate billing for clarity. This setting helps you avoid manual adjustments by automating the grouping of charges.
What you can achieve
With billing cycle segregation, you can choose how OfficeRnD Flex groups charges when generating invoices. You can:
Generate a single invoice that combines membership fees, one-off fees, and bookings into one document.
Create separate invoices for different charge types, such as one for memberships and one for bookings and fees.
Set segregation by contract, so fees linked to different contracts generate separate invoices.
Apply these preferences to both automated and manual bill runs to ensure your invoicing remains consistent.
Billing automation settings
You can configure the billing automation settings in Settings > Billing > Billing Rules. The available options include:
Configuration of the default billing date.
Whether OfficeRnD will automatically generate, send, and charge invoices.
Billing cycle segregation.
Billing Cycle Segregation
OfficeRnD Flex supports two major billing cycles:
Single invoice – All charges (memberships, fees, bookings) are grouped into a single invoice. The additional charges for the current month will be added to the next month's invoice.
Separate invoices – All memberships are grouped into a single invoice, while all additional charges (fees and bookings) are listed on a separate invoice.
Set up a billing cycle
To set up a billing cycle, follow these steps:
Go to Settings > Billing > Billing Rules.
Scroll to the We'll Generate Invoices section and select the billing cycle type:
By Fee Type
Single Invoice: For membership fees, one-off fees, and bookings.
Separate Invoices: For each type of fee.
By Contract Type
Single Invoice: For membership fees from all contracts.
Separate Invoices: For each contract.
The Billing Cycle Segregation settings affect the automated and manual Bill Runs. When manually adding an invoice, the segregation settings do not take effect.
Tips for success
Review your accounting requirements before setting billing cycle segregation, so the settings support your financial workflows.
If you are using separate invoices, communicate this to your members so they know what to expect.
Remember that segregation settings apply to automated and manual bill runs but not to manually created individual invoices.
Double-check your segregation setup after updates to your Billing Plans or contract structures to ensure consistency.
Use clear naming conventions for invoices when manually issuing additional invoices outside the automated cycle.
Frequently asked questions
What is billing cycle segregation?
What is billing cycle segregation?
Billing cycle segregation controls how charges are grouped into invoices. It allows you to generate either a single combined invoice or separate invoices for memberships, bookings, and fees.
Can I separate invoices by contract type?
Can I separate invoices by contract type?
Yes. You can choose to generate separate invoices for each contract or combine charges from multiple contracts into a single invoice.
Do segregation settings apply to the manual invoices I create individually?
Do segregation settings apply to the manual invoices I create individually?
No. Billing cycle segregation settings only apply to automated or manual Bill Runs. If you manually create individual invoices, segregation settings will not take effect.
What happens if I choose the single invoice option?
What happens if I choose the single invoice option?
All charges, including membership fees, one-off fees, and bookings, are consolidated into a single invoice for the billing cycle.
What happens if I choose separate invoices?
What happens if I choose separate invoices?
Membership fees will be grouped into a single invoice, while other charges (such as fees and bookings) will be grouped into separate invoices.
Can I change the billing cycle segregation after invoices are generated?
Can I change the billing cycle segregation after invoices are generated?
Yes, you can change the settings at any time. However, keep in mind that the segregation settings affect only how new invoices are generated. They do not change the grouping of invoices that have already been created.
Where do I configure billing cycle segregation?
Where do I configure billing cycle segregation?
Go to Settings > Billing > Billing Rules in the Admin Portal. In the We’ll Generate Invoices section, select your preferred segregation option.