You add a new membership or a one-off fee, and then see that billing already ran this month. Now you cannot tell if the next billing cycle will include the charge or miss it.

OfficeRnD Flex generates most invoices through scheduled bill runs. A bill run includes only the charges that match its timing rules. When a charge falls outside those rules, generate the invoice manually to bill the charge on time.

A bill run invoices only the memberships and fees that match its billing window and timing rules. A charge outside those rules is valid, but no invoice includes it.

A bill run does not invoice these charges:

A later bill run does not invoice a charge that an earlier bill run missed. If you do not generate the invoice manually, the charge stays unbilled.

A manual invoice also lets you set the correct invoice period. You do not have to wait for the next bill run or change the membership dates.

A bill run invoices each membership for the next billing period. A membership that does not fit that schedule gets no invoice from the bill run.

You must generate a membership invoice manually in these cases:

If you wait for the next bill run, the member gets no invoice for part of the period, or an invoice for the wrong period.

If you add a membership after a bill run invoiced the current period, no later bill run invoices that membership for the current period.

For example, your bill run happens on the 25th of each month:

The May 25 bill run did not include the new membership. If you do nothing, no invoice covers June 1–June 24 for that member. To bill the new member correctly, generate the invoice manually:

The manual invoice bills the membership for the correct periods. You do not have to change the membership start date or wait an extra month.

Some members pay for several months in advance. A bill run invoices 1 billing period at a time. Therefore, a bill run cannot generate 1 invoice for a prepayment that covers several months.

When you receive a single prepayment, generate the invoice manually. Set the invoice period to the full prepaid period yourself.

For example, a member pays for 12 months in advance. You generate 1 invoice manually. You set the invoice period to cover all 12 months. Before you send the invoice, review it and remove these items:

The invoice then contains only the prepaid amount. This step also prevents double billing later.

An invoice that covers more than 1 month is always manual. A bill run generates invoices only for its standard billing period. A bill run does not combine several periods into 1 invoice. Set an invoice period longer than 1 month →

A bill run invoices one-off fees and booking fees only when their dates fall inside a specific window. The bill run won't invoice a fee outside that window.

You must generate the invoice for a one-off fee manually in these cases:

In these cases, the fee stays on the customer profile, but no bill run invoices it.

You can add a one-off fee for a service or a booking in the past. By default, a bill run invoices only the one-off fees dated in the previous 30 days. A bill run does not invoice an older fee.

For example:

The booking fee is dated April 10. That date falls outside the May 15 bill run window. No bill run invoices the fee unless you invoice the fee manually.

To invoice 1 old fee, generate a single invoice manually. To invoice several old fees together, you can start a manual bill run. In the manual bill run, set Fees Period to the period that contains the fees, so the bill run collects them. Perform a manual bill run →

When you add a one-off fee, you can select the Bill in advance checkbox. Bill in advance changes when Flex invoices the fee. Flex invoices the fee in the period before the fee date, instead of in the fee date period.

Bill in advance works only if the bill run for that earlier period has not run yet. A bill run invoices 2 groups of one-off fees:

For example, your bill run happens on the 20th of each month. A fee dated November 15 with Bill in advance selected is invoiced on October 20. A fee dated November 25 with Bill in advance selected is invoiced on November 20.

A fee gets no invoice when the bill run that must invoice the fee has already run. For example:

Flex does not rerun a past bill run. The fee therefore won't be invoiced until you generate the invoice manually.

You can invoice a fee before the service starts. For example, you invoice a deposit for a membership that starts next month. Another example is an upfront charge for a future booking.

To invoice a fee before its date, select Bill in advance when you add the fee. The bill run before the fee date then invoices the fee if the fee date falls within the 30 days after that bill run. If that bill run already ran, generate the invoice manually.

When does OfficeRnD Flex generate invoices automatically?

OfficeRnD Flex generates invoices automatically during each scheduled bill run. A bill run includes only the memberships and one-off fees that match its timing rules. Charges outside those rules won't generate an invoice until you generate one manually.

Does Flex automatically send a manually generated invoice?

Flex does not automatically send a manually generated invoice. Flex can send an invoice automatically only when a bill run generated it. Review the manual invoice, then send it to the member yourself.

When must I generate a membership invoice manually?

You must generate a membership invoice manually when the membership starts inside a period that a bill run already invoiced. You must also generate the invoice manually when the member prepays for more than 1 billing period. No later bill run generates the missing invoice.

When must I generate a one-off fee invoice manually?

You must generate a one-off fee invoice manually when the fee date is more than 30 days before the bill run. You must also generate the invoice manually when the fee has Bill in advance selected, and the bill run that must invoice the fee has already run.

How can I invoice a one-off fee before its start date?

Select Bill in advance when you add the one-off fee. Flex then invoices the fee in the billing period before the fee date. Bill in advance works only if the bill run for that earlier period has not run yet.

What happens if I do not generate a missing invoice manually?

The charge stays unbilled because no later bill run invoices it. The result is missing invoices, late payments, and extra follow-ups with members. When you find a missing charge, generate and send the invoice as soon as possible.