Custom billing dates in OfficeRnD Flex let you align a member's or company's billing cycle with their preferred schedule. This is useful when customers request invoicing on a specific day, different from your organization's standard billing date.
In this article, you'll learn how to configure a custom billing date and how system behaviors impact invoicing based on these settings.
Summary
Set a custom billing date at the member or company level.
Understand when custom billing dates override standard billing cycles.
Configure organizational billing rules to support custom billing dates.
Ensure that invoices are generated according to the customer's preferences.
What is a custom billing date?
A custom billing date is a specific day of the month when OfficeRnD Flex generates invoices for an individual member or company, rather than adhering to the organization's default billing date.
You can use custom billing dates when a company or member requests to be invoiced on a day that aligns with their internal processes. This helps you align your invoicing with customer expectations or contractual agreements.
What can you achieve using a custom billing date?
With custom billing dates, you can:
Assign a preferred billing date to a member or company so they are invoiced on that day each month.
Align individual billing cycles with specific client needs while keeping your general billing cycle unchanged.
Control invoice timing by combining custom billing dates with organization-level billing rules.
For example, if a company prefers to receive invoices on the 13th of each month, you can set their custom billing date accordingly. The system will issue the invoices of that company on the 13th if the global billing rules allow for custom billing dates to control invoice timing.
Important notes
If you have set the Billing Period Start Date to the 1st of each month at the organizational level, all invoices will be generated on that date, regardless of the configurations made at the company or member level. In this scenario, the billing periods established at the company or member level will only determine the billing duration and not the timing of invoice issuance.
The invoice for a selected company or member will be created and issued on the custom billing date set at the company or member level only if the following configurations are met:
On an organizational level, the Billing Period Start Date is set to be the member start date and Automatically generate invoices before the billing date is set to 0 days. Both options are found in Settings > Billing > Billing Rules.
At the company or member level, a custom billing date is set, for example, to the 13th of each month.
Only then will the invoice for this company or member be created and issued on the 13th of each month.
Set a custom billing date for a member or a company
To set the preferred billing date for a member or a company:
Go to Operations > Members or Operations > Companies.
Open the member or company profile that needs to be updated.
Scroll the menu on the left until you reach Billing Details and click Edit.
Choose the billing date from the Billing Period Start Date dropdown menu. For example, if you choose the 2nd day of the month, the client will be billed on the 2nd of each month.
Click Update.