➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal
➤ Availability: All Flex plans

A member extends a meeting by an hour, moves to a smaller room, or cancels on the morning of the booking, and the invoice already went out days ago. You can still edit an invoiced booking, but Flex locks the fields that change the price so the booking and the invoice can't drift apart. Which steps you follow depends on two things: whether the invoice is paid, and whether the new price is higher, lower, or the same.

A booking fee is a one-off fee that sits on the member or company profile until a bill run picks it up. Detaching, crediting, or refunding that fee is what actually unwinds the charge, so the booking and financial records stay consistent.

Before you start

Work through these checks before you touch the booking. Changing the booking first and sorting out the payment afterward causes double charges.

Open the booking and confirm whether its fee has been invoiced. If it hasn't been invoiced, all fields are still editable, and none of the paths below apply.
Confirm whether that invoice is unpaid, partly paid, or paid in full. This determines whether you can simply rebill the fee or must first unwind a payment.
Before you edit anything, check whether the new price will be higher, lower, or unchanged. Then, decide how any money you already collected gets settled.
Check whether your cancellation policy applies and whether it will generate a cancellation fee when the booking is canceled. Cancellation policies are attached to resource rates, not directly to resources, so the fee depends on the rate behind the resource that was booked.
Confirm you can detach line items. Detaching an invoiced fee makes it available for rebilling, so if you don't detach it, you can't change any price-related fields. If you don't see a 'Detach' button, ask a team member with the required permissions to do it.

What edits are possible after a booking is invoiced?

Once a booking fee has been invoiced, the system locks the fields that determine the price: Resource, Period, Repeat, Free, or Extras. To change any of these, you must first detach the booking fee from its invoice. Although a booking fee might be invoiced, you can still edit any descriptive fields, including the booking title or preparation time, at any time without affecting billing.

If you detach the booking fee from its invoice, it will revert to a pending state, and the system will treat it as neither invoiced nor paid, allowing it to be billed again. To correct the financial record, you must create a credit note for the booking fee amount and allocate it to the invoice, so the invoice amount is reduced and no longer includes the booking fee you just removed. Keep in mind that you can only issue one credit note per invoice.

A credit note can only be allocated to an unpaid invoice; if the original invoice is already paid, you must open the invoice and create the credit note from that invoice's page. Learn how credit notes work →

Important: Recording a refund in Flex does not return the money to the member. You must process the refund through your payment gateway, via bank transfer, or by cheque. For invoices paid with Stripe, issue the refund from the invoice's payment actions instead, so the money moves through Stripe. Issue a Stripe refund →

Change a booking that hasn't been invoiced

If the booking fee has not yet been invoiced, edit the booking as usual. Every field is unlocked, including those that change the price, and the system automatically recalculates the fee based on your changes.

Choose the right steps for your invoice status and price change

Every correction below follows the same basic moves: detach the fee, credit or refund it, then edit or cancel the booking. What changes from case to case is the order in which you do them and which ones you need at all. Edit the booking before you've unwound the invoice, and you risk a double charge or a fee that disappears.

The table below sorts every combination into one of seven paths. Find the row that matches your situation, the invoice's payment status, and whether the new price is higher, lower, or unchanged, and follow the linked section for the exact steps.

Invoice status	What's changing	Path
Paid	New price is higher	Path A: credit the old fee, bill the difference
Paid	New price is lower	Path B: credit the old fee, refund or carry the difference
Paid	Price is unchanged	Path C: detach, edit, set the fee back to paid
Paid	Booking is canceled	Path D: refund and detach, then cancel
Unpaid	Any price change	Path E: detach and re-invoice, void the original
Unpaid	Price is unchanged	Path F: detach, edit, set the fee to paid
Unpaid	Booking is canceled	Path G: credit the fee on the original invoice

Whether the new price ends up higher or lower than the old one only changes what you do if the invoice has already been paid:

On a paid invoice, the member has already handed over real money: if the new price is lower, you're now holding too much of it, and if it's higher, you're owed more, so each case needs a different fix (Path A for higher, Path B for lower).
On an unpaid invoice, no payment has been collected yet, so there's nothing to refund or credit either way: you detach the fee, edit the booking to the new price, and the corrected amount gets invoiced normally. That's why Path E handles both price increases and price decreases using the exact same steps.

Note: Which treatment is correct for a paid invoice depends on your local accounting rules. Crediting, rebilling, refunding, and carrying a credit balance are all valid in Flex. Confirm the approach with your finance team or accountant before you make it your standard practice.

Path A: the new price is higher, and the invoice is paid

Let's say you want to edit a booking, and the edit will increase the price from $25 to $30. This could happen either because you modify the booking duration, or because you change the booked resource, which affects the booking rate.

If the invoice for that booking has been paid, the money is already with you, so the goal is to reuse it rather than send it back and collect it again. By crediting the original $25 fee and billing only the $5 difference, you avoid gateway processing fees on the refund and the extra work of collecting money twice.

Follow these steps:

Open the paid invoice and click Credit Note.
In the Add Credit Note dialog, select the booking fee line item (in our case, $25), then click Add. This is required because you can't detach a paid booking fee.
Detach the booking fee line item from the original invoice so it can be billed again with the correct amount.
Invoice the detached booking fee. That fee, once detached, has been returned to the member or company profile and will be picked up by the next bill run, or you can generate an invoice for it manually.
Open the credit note and, under Allocations, click Allocate credit. Select the new invoice, then click Add. The $25 fee has practically been refunded via the credit note.
Collect the remaining $5 from the member to cover the higher booking price.

Note: If your locations are billed separately, allocating a credit note from one location to an invoice in another requires the Credit notes can be allocated to invoices from other locations setting under Settings > Billing > Invoicing.

Path B: the new price is lower and the invoice is paid

Let's say you want to edit a booking, and the edit will decrease the price from $30 to $25. This could happen either because you modify the booking duration, or because you change the booked resource, which affects the booking rate.

The member has paid more than the booking is now worth. You can return the difference or keep it as credit against a future invoice. Both options are supported, and your accounting rules decide which one you use.

Start by undoing the original charge, whichever route you take.

Open the paid invoice and click Credit Note.
In the Add Credit Note dialog, select the booking fee line item (in our case, $30), then click Add. This is required because you can't detach a paid booking fee.
Detach the booking fee line item from the original invoice so it can be billed again with the correct amount.
Invoice the detached booking fee. That fee, once detached, has been returned to the member or company profile and will be picked up by the next bill run, or you can generate an invoice for it manually.

Now choose how to settle the difference. You have 2 options:

To return the difference to the member:

Open the credit note and go to the Refunds section.
Click Add Refund and select the Payment Method used for the refund.
Enter the Amount (the difference between the old and the new fee; in our case, $5), plus the Reference and Date.
Click Add.
Process the actual refund through your gateway or bank. For Stripe payments, refund through the invoice's payment actions instead.

To keep the difference as credit:

Open the credit note and, under Allocations, click Allocate credit.
Select the new invoice, then click Add.
Confirm with the member that the remaining balance stays on their account as available credit.

Note: Even without a payment gateway, a refund usually carries some operational cost. If the member is staying with you, you'll usually find it better to use the balance as a credit rather than issue a refund. Confirm this fits your accounting rules first.

Path C: the price is unchanged and the invoice is paid

Nothing about the money changes here. Free the fee, make the edit, and set it back the way you found it.

Open the invoice and detach the booking fee line item →
Edit the booking.
Open the member or company profile, find the fee under One-Off Fees, and set its status to Paid so it isn't invoiced a second time.

Path D: the booking is canceled, and the invoice is paid

Only admins can cancel an invoiced booking because the cancellation must be settled financially at the same time.

Open the invoice and record a refund for the booking fee. Learn how to record a refund with a credit note →
Detach the booking fee line item from the invoice.
Cancel the booking. The fee is removed from the profile.
If your cancellation policy applies a fee, add it as a separate one-off fee rather than editing the original.

Path E: the price is changing and the invoice is unpaid

No money has moved, so you can simply free the fee and let Flex bill the corrected amount. This is the same procedure whether the new price is higher or lower.

Detach the booking fee line item from the invoice.
Edit the booking. The corrected fee will be billed on the next bill run, or you can generate an invoice manually.
Void the original invoice if it is no longer needed.

Important: Void the original invoice before you detach the line item. If you detach from a live invoice instead, you risk duplicate and reappearing fees. Learn what happens after you detach a line item →

Path F: the price is unchanged and the invoice is unpaid

Free the fee, edit the booking, then stop the same fee from being billed again.

Detach the booking fee line item from the invoice.
Edit the booking.
Open the member or company profile, find the fee under One-Off Fees, and set its status to Paid.

Path G: the booking is canceled, and the invoice is unpaid

Nothing has been collected, so the correction is made only on the invoice.

Open the original invoice and click Credit Note.
Select the booking fee line item, then click Add.
Cancel the booking.

Edit a booking whose fee was waived or marked as paid

Sometimes a booking refuses to open for editing even though no invoice exists. That usually means the fee was set to Paid or waived directly on the profile.

Go to Operations > Members or Operations > Companies and open the profile.
Find the booking fee under One-Off Fees.
Set the fee status to Not Paid.
Edit the booking.
Set the fee status back to 'Waived' or 'Paid'.

Best practices

If your invoices are collected through a payment gateway, then credit and re-bill instead of refunding and re-charging, so you don't pay processing fees twice on the same booking. Confirm the treatment with your accountant first.
If your finance team needs every correction to be traceable, always issue a credit note rather than set fees to Paid, because a status change leaves no credit history.
If you use QuickBooks, record the refund in QuickBooks first, then match it in Flex. Credit note refunds don't sync to QuickBooks. Xero syncs both the credit note and the refund. Learn how refunds behave with each integration →
If the booking was paid with credits or coins rather than cash, then check the profile after canceling to confirm the balance returned.

FAQ: editing and canceling invoiced bookings

Can I edit an invoiced booking in OfficeRnD Flex?

You can edit an invoiced booking, but not the fields that set the price. Resource, Period, Repeat, Free, and Extras stay locked until you detach the booking fee from its invoice. Fields like Title and Preparation Time are always editable.

The new booking costs more than the member already paid. Should I refund and re-charge?

Refund and re-charge only if you have to, since crediting and re-billing is usually cheaper. Credit the original fee, bill the new fee, then allocate the credit against the new invoice so the member pays only the difference. The funds stay with you, and you avoid gateway refund fees on money you're about to collect again.

The new booking costs less than the member already paid. How do I return only the difference?

You return the difference by crediting the original booking fee and recording a refund for the difference against the credit note. Open the credit note, click Add Refund under Refunds, and enter the difference in the Amount field. Recording it doesn't move the money, so process the refund through your gateway or bank afterward.

Can I keep an overpayment as credit instead of refunding it?

You can keep the difference as credit and allocate it to the member's next invoice instead of refunding it. This avoids refund processing costs and is often simpler when the member is staying with you. Check that it matches your accounting rules before making it standard practice.

Can I refund part of a booking fee?

You can record a partial refund by entering the amount you are returning in the Amount field when you add the refund to a credit note. When creating the credit note itself, you select which line items to credit.

How many credit notes can I issue against one invoice?

You can issue only one credit note per invoice. If you try to issue a second one, Flex returns an error stating that some fees are either unpaid or unbilled. Plan the correction in one credit note before you create it.

Why can't I allocate a credit note to an invoice?

You can only allocate a credit note to an unpaid invoice. If the invoice is already paid, create the credit note from that invoice's own page instead.

Does recording a refund in Flex send the money back to the member?

Recording a refund in Flex updates only your billing records. You still have to move the money through your payment gateway, bank, or cheque. For Stripe payments, refund from the invoice's payment actions so Stripe processes it directly.

How do I handle an unpaid invoiced booking when the price changes?

Detach the booking fee from the unpaid invoice, edit the booking, then void the original invoice if you no longer need it. The corrected fee will be billed on the next billing run, or you can generate an invoice manually. The direction of the price change makes no difference here, because nothing has been collected.

Can I modify a booking whose fee was waived?

You can modify a waived booking after you set its fee status back to Not Paid on the member or company profile. Make your edits, then set the status back to waived or Paid. A waived fee has no invoice attached, so there is nothing to credit or refund.

Do I need to adjust the fee if I change the booking resource?

Changing the resource can change the price, so check the fee afterward. Flex compares the rate on the new resource and checks whether the member has credits or coins that apply to it. If either differs, the fee changes and you follow the paid or unpaid path above.

Why can't I detach a booking fee?

You most likely don't have the permissions to detach a fee, since that action is restricted. Ask a team member with more permissions to do it for you instead.

Edit or cancel invoiced or waived bookings

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