When a booking has already been invoiced and needs to be canceled or changed, fixing the invoice by hand costs time: detach the fee, issue a credit note, and sometimes void the whole document, then check the numbers are right. Cancel and edit invoiced bookings handle that correction for you. Cancel a booking, and OfficeRnD generates the credit note automatically; edit a booking's room, date, time, or price and OfficeRnD reverses the old fee and bills the new one.

Both actions start from the booking itself, on the booking calendar, and use your existing cancellation policies and pricing to work out the correct amount.

Before you begin:

Once an invoice goes out, OfficeRnD never changes it directly. 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.

This only applies once a booking has been invoiced. A booking that hasn't been invoiced yet can still be edited freely, the same as always.

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:

If a cancellation policy is applied, money is owed to the member or company who originally paid for the booking, a credit note will be issued to refund the money. The amount on the credit note depends on whether a cancellation policy fee applies:

Canceling a booking always creates a credit note as described in the table above, unless a 100% cancellation fee is applied (meaning the member or company has to pay for the booking). What happens next depends on whether the invoice was already paid:

Editing an invoiced booking goes a step further than canceling it. Instead of reversing the charge for good, OfficeRnD reverses the old fee and bills the new one in the same action.

All fields that you can edit on a booking behave differently once a booking has been invoiced, depending on whether they affect the price.

Edit the custom price to €0 instead if you want to make the booking complimentary, or cancel it if you want to reverse the charge altogether.

Edits work the same way whether or not the price changes.

If the changes you made affect the price, OfficeRnD creates the credit note and a new invoice for you. If the new invoice is for less than the credit note, OfficeRnD applies as much of the credit as it can and leaves the rest on the credit note for you to refund or apply to a future invoice.

The field you change decides what happens next. Take a look at the following diagram to understand how the process works:

The same logic applies no matter which price-affecting field changes. OfficeRnD always reverses the old fee first, then bills whatever the booking costs now.

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

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 comp an invoiced booking completely, edit the custom price to €0 instead of canceling it and creating a new booking for free. Editing keeps the original booking linked to its credit note, so there's a clear record of what changed. Canceling and rebooking breaks that link, since the new booking has no invoice and no connection to the one it replaced.

If an edit or cancellation leaves a balance on a credit note, record it somewhere your team already tracks outstanding refunds. OfficeRnD doesn't surface that balance again on its own, so an unrefunded credit is easy to lose track of if it only exists in your memory of the call.

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. Guests, recurrence, and the Free flag can't be changed this way.

Can you make an invoiced booking free by editing it?

You can't make an invoiced booking free by editing it. Edit the custom price to €0 instead, or cancel the booking if you want to reverse it completely.

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

OfficeRnD applies as much of the credit as the new invoice needs and leaves the rest on the credit note. You can refund that remaining balance or apply 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. Once 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 can't cancel or edit a recurring booking's invoiced instance this way. This currently supports single, non-recurring bookings only.