When you cancel or change a booking after OfficeRnD Flex has invoiced it, you must correct the invoice. A manual correction takes time. You detach the fee, issue a credit note, sometimes void the invoice, and then check the amounts. OfficeRnD can make this correction for you. When you cancel an invoiced booking, OfficeRnD creates the credit note. When you edit the room, date, time, or custom price, OfficeRnD reverses the old fee and bills the new fee.

You cancel or edit an invoiced booking from the booking calendar. OfficeRnD uses your cancellation policies and your booking prices to calculate the correct amount.

Only an admin with the 'Owner' role can turn on 'Allow editing and canceling invoiced bookings'. Until an Owner turns on 'Allow editing and canceling invoiced bookings', no admin can cancel or edit an invoiced booking. If you are not an Owner, go to Cancel an invoiced booking ↓ or Edit an invoiced booking ↓. Turning on 'Allow editing and canceling invoiced bookings' does not change existing invoices or notify members.

Once the setting is enabled, admins need the "Edit/Cancel Bookings" permission to edit or cancel bookings. Admin role permissions →

You can't edit or cancel invoiced bookings partially paid with credits or coins because credit notes return money, not coins.

After OfficeRnD issues an invoice, OfficeRnD does not change that invoice. If you cancel a booking or change a field that affects the price, OfficeRnD reverses the original booking fee with a credit note and puts any new charge on a new invoice. Every invoice in your account stays an accurate record of what it said when it was issued.

Invoiced booking corrections apply only to invoiced bookings. You can edit a booking that is not invoiced as usual.

Canceling an invoiced booking is the simplest correction: the booking is removed, and OfficeRnD calculates what, if anything, is owed back.

To cancel a booking:

When you cancel an invoiced booking, OfficeRnD creates a credit note for the member or company that paid for the booking. The amount on the credit note depends on the cancellation fee, which is defined in the cancellation policy:

The next step depends on the payment status of the invoice:

Editing an invoiced booking goes a step further than canceling it. OfficeRnD reverses the old fee and bills the new one in the same action.

After OfficeRnD invoices a booking, a change to a booking field has one of three results. The following table shows the result for each field.

You edit an invoiced booking from the calendar, the same way you edit other bookings.

If you change the room, date, time, or custom price, OfficeRnD creates a credit note and a new invoice. OfficeRnD creates both documents even when the new price matches the old price.

If the new invoice amount is lower than the credit note amount, OfficeRnD allocates part of the credit note to the new invoice. The remaining balance stays on the credit note. You must refund the remaining balance or allocate it to a future invoice, because OfficeRnD does not automatically return the money.

The same logic applies no matter which price-affecting field changes. OfficeRnD always reverses the old fee first, then bills the current booking cost. Take a look at the following diagram to understand how the process works:

These examples show the credit note and new invoice OfficeRnD creates for each outcome.

For example, a member paid 100 for a booking. You move the booking to a room that costs 80. OfficeRnD creates a credit note for 100 and a new invoice for 80. OfficeRnD allocates 80 from the credit note to the new invoice. You must refund the remaining 20 or allocate it to a future invoice.

For example, you move the same booking to a room that costs 120. OfficeRnD creates a credit note for 100 and a new invoice for 120. OfficeRnD allocates the full credit note to the new invoice. The member owes the remaining 20.

If a booking sits inside its cancellation policy window, decide whether to apply the policy before you confirm the cancellation. Your choice sets the fee, and the fee decides the credit note amount.

If you want to make an invoiced booking free, set the custom price to 0. Do not cancel the booking and create a new free booking. An edit keeps the original booking linked to the credit note. Because of this link, your records show what changed. A new free booking has no link to the original invoice or to the credit note.

If an edit or a cancellation leaves a balance on a credit note, record the balance where your team tracks open refunds. Without a record, your team can forget an open balance.

What can you edit on an invoiced booking?

You can change a booking's room, date, time, price, amenities, title, attendee count, and layout after it's invoiced. You can't change guests, recurrence, or the Free flag this way.

Can you make an invoiced booking free by editing it?

You can make an invoiced booking free if you set its custom price to 0. You cannot select the Free flag on an invoiced booking. To reverse the full charge, cancel the booking.

Does OfficeRnD refund the member when you cancel an invoiced booking?

OfficeRnD does not refund the member when you cancel an invoiced booking. OfficeRnD creates a credit note. You must refund the credit note or allocate the credit note to an invoice.

Why can't I cancel or edit an invoiced booking?

You cannot cancel or edit an invoiced booking until an admin with the 'Owner' role selects Allow editing and canceling invoiced bookings under Settings > Calendar > Calendar & Bookings. If the setting is already on, check that you have the Edit/Cancel Bookings permission.

What happens to the credit note if the new invoice is smaller?

OfficeRnD allocates as much of the credit note as the new invoice needs and leaves the rest on the credit note. You can refund that remaining balance or allocate it to a future invoice.

Why does editing a booking create a credit note and a new invoice even when the price doesn't change?

Editing creates both documents even at the same price because the room, date, or time on the original invoice no longer matches the booking. After OfficeRnD issues an invoice, it can't change it directly, so it corrects the record with a new one instead.

Can you cancel or edit a recurring booking this way?

You cannot correct an invoiced recurring booking this way. Invoiced booking corrections work only for single bookings.