➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal, under Operations > Companies
➤ Availability: Included on Essentials, Start, Grow, and Scale
When a company changes how it pays, an outdated profile can cause Flex to charge a card the company no longer uses. The company profile holds the details Flex uses for that company's invoices. Edit the profile in the Admin Portal. After you save, Flex uses the new details for each invoice it creates.
Each company profile has 3 detail tabs: General, Address, and Billing Details. The Billing Details tab controls how Flex invoices and charges the company.
In this article:
Stop Flex from charging a stored card automatically
Why existing invoices keep the old payment method
Which payment methods Flex charges automatically
Set a different billing date for one company
Not covered here: your own organization's billing details. Update your company info and billing details →
Before you begin
Confirm these items before you edit a company profile so your changes produce the results you expect.
You have admin access to edit company profiles.
To charge stored details automatically, you need an active payment gateway integration. Flex charges stored card and bank details only through a payment integration.
The profile that you edit is a company profile. A member billed alone has a member profile, which you edit elsewhere. Decide when to create a company and when to create a member →
Edit the company details
After you confirm the requirements, open the company profile and change the details.
Go to Operations > Companies to see the list of companies.
Find the company that you want to edit, and click its name. The company profile opens.
Click Edit Details. The Edit Company dialog opens.
Open the General, Address, or Billing Details tab, and edit the details that you want to change.
Important: Changes to the payment method apply only to invoices Flex creates after you save. Existing invoices keep the payment method that they had when Flex created them.
Click Update to save all changes made in the Edit Company dialog.
How the payment method controls automatic charges
The saved details now apply to new invoices. The Payment Method field on the Billing Details tab decides whether Flex charges those invoices automatically.
To charge invoices automatically, you must have an active payment integration.
The values in the Payment Method drop-down menu work as follows:
Auto. Flex charges the stored details on the company profile.
If the profile has a bank account, Flex charges the bank account through direct debit.
If the profile has a card, Flex charges the card.
If the profile has a bank account and a card, Flex charges the cheaper option, which is usually a direct debit to the bank account.
If a bank account is saved, Flex will make a direct debit (bank transfer).
If a credit or debit card is saved, Flex will charge the card.
If both are available, it will use the cheaper option (usually a bank transfer).
The methods from your payment integration. For example, for Stripe, the methods are Card, ACH, SEPA, BACS, BECS, PAD, and Terminal. Flex charges the stored details of the selected type. The result also depends on your Stripe configuration.
Bank Transfer, Cash, Cheque, and POS. These are manual payment methods, which means that if you select them, Flex never charges the invoice automatically. You record the payment in Flex after the company pays through another channel.
Bank Transfer is a manual method, so Flex does not charge the company's bank account. To charge a bank account automatically, select Auto, or select a direct debit method from your payment integration, such as SEPA or BACS.
Each invoice keeps the payment method the company had when Flex created it. For example, you change a company from Bank Transfer to Auto after a bill run. The invoices from that bill run keep Bank Transfer, so Flex does not charge them. To charge an existing invoice automatically, change the payment method on that invoice.
How the billing period start date works for one company
The Billing Details tab also sets the date when each billing period starts for the company. Use it when one company must get invoices on a different cycle from your other companies and members.
The Billing Date field sets the billing period start date for this company. The billing period start date is the first day of the period that an invoice covers. The value on the company profile overrides the billing period start date in your organization's billing settings.
For example, if you select 1st, each billing period starts on the 1st day of a month. That billing period ends on the last day of the same month.
FAQs
Why did Flex not charge an invoice after I changed the company payment method to Auto?
One possible reason why Flex did not charge the invoice is that the invoice kept the payment method the company had when Flex created it. Changes to the company profile apply only to invoices Flex creates after you save. To charge the existing invoice automatically, change the payment method on that invoice.
Does the Bank Transfer payment method charge the company's bank account?
The "Bank Transfer" payment method does not charge the company's bank account. "Bank Transfer" means that the company pays you through another channel, and you record the payment in Flex. To charge a bank account automatically, select "Auto" or a direct debit method from your payment integration.