➤ Product: OfficeRnD Flex
➤ Who: Admins with billing permissions
➤ Where: Admin Portal, under 
Billing > Invoices
➤ Availability: All Flex plans
Flex gives you a centralized way to view, update, and take action on all invoices in your organization. From the Billing section, you can resend invoices, issue credit notes, void or delete invoices, and manually apply payments.
This article explains the available invoice actions, when to use each, and how to handle common scenarios such as duplicates, manual corrections, and unwanted line items.
Before you start
Confirm the invoice's status before you act. You can only delete an invoice that hasn't been paid or credited back. Paid or credited invoices can still be voided.
Familiarize yourself with how invoicing works. Get started with invoicing →
Available actions
To manage your invoices, go to Billing > Invoices. Here, you will see a list of all invoices, which can be filtered by status (paid, overdue, or failed).
Open an invoice to:
Export and download the invoice. OfficeRnD offers the functionality to export invoice and payment data as CSV spreadsheet files. Additionally, invoice documents can be exported as PDF files. Export invoices →
Send the invoice. Click Send to email the invoice to the billing contact. Configure invoice emailing settings →
Void an invoice. Changing an invoice's status to "Voided" excludes it from reports, but it remains in the system. Voiding an invoice preserves its record but makes it non-chargeable and excludes it from financial reports. Items must be detached from the voided invoice before they can be re-invoiced. Void an invoice →
Issue a Credit Note. Click 'Credit Note' if you need to return the amount on an existing invoice to the original payer. Issue a credit note →
Delete an invoice. If an invoice is not paid or credited back, it can be deleted. However, remember that deleting an invoice removes it from the system and can disrupt the invoicing number sequence. When you delete an invoice, all associated items automatically become pending, allowing you to re-invoice them. This is useful for correcting errors while permanently removing the invoice from the system.
Manually add a payment. To add a manual payment, open the invoice, click Add manual payment, select the payment method, and enter the amount and date. If the payment covers the full invoice total, Flex automatically sets the invoice to 'Paid'. If the member has a card or bank details on file instead, you can charge those directly from the invoice rather than logging a payment by hand. Manually add a payment to an invoice →
About sending invoices
Invoices can be sent manually either for specific individual invoices or in bulk. To send an invoice, select it from the list and click Send to email it to the billing contact. Send invoices manually →
For bulk sending, select multiple invoices and click Send located in the top-right corner. Attaching relevant documents, such as credit notes, when sending invoices manually is recommended to improve transparency.
If you'd rather Flex send new invoices out on its own, set up automated invoice sending →
Handle duplicate invoices
Duplicate invoices can disrupt financial accuracy and reporting. Below are the best practices for handling them:
For paid duplicate invoices:
Create a credit note from the duplicate invoice.
Apply the credit note to the customer's future invoices to balance the records.
For unpaid duplicate invoices:
Void the duplicate invoice to preserve an audit trail, as this ensures a record is maintained without affecting financial balances.
Alternatively, you may delete the invoice if no trail is needed, but voiding is generally recommended.
Remove unwanted invoice line items
To exclude unwanted or duplicate billable items from invoices and reports:
Create an invoice for the unwanted item.
Void the invoice. This action excludes the item from invoicing reports, ensuring it no longer appears as billable.
FAQ: Managing invoices
What happens if I void an invoice?
Voiding an invoice excludes it from your financial reports while keeping a record of it in Flex. The invoice can't be charged again, and its line items remain attached until you detach them.
Can I delete an invoice that's already been paid?
You can't delete an invoice that's been paid or credited back. Issue a credit note to reverse a paid invoice, or void an unpaid one instead.
What's the best way to cancel an invoice I already sent to a customer?
The best way to cancel an invoice you've already sent is to void it, then create and send a corrected invoice in its place.
Why can't I bill a line item again after I voided its invoice?
You can't re-invoice a line item until you detach it from the voided invoice first. Voiding only changes the invoice's status. It doesn't release the items on it, so detaching is a separate step. Detach a line item from an invoice or credit note →