Create a Rental Invoice with One-Time Billing

ServiceCore offers two options for billing a rental: One-Time or Recurring. This article will explain how to create an invoice for a rental with a billing type of one-time (previously called "Event" billing). By "One-Time" billing, we mean that you can create a one-time invoice for a rental for a specific billing period. Examples of when to use one-time billing would be for events, weddings, festivals that span a specific amount of time, short-term rentals, winterization fees in the winter for a long-term rental, etc. On the other hand, if you would like to learn about recurring billing, check out our article about how to create a rental with recurring billing.

In this article, you'll learn how to create an invoice for a rental with billing type of "One-Time".

Before You Start

Here are a few things to keep in mind before you create a rental invoice with one-time billing:

  1. Before creating a rental invoice, you must first create a rental
  2. You must have Manager, Admin or Owner level permission to create a rental and an invoice for that rental
  3. Rental invoices can only be created for one job site at a time
  4. Rental invoices can only have jobs and services for one rental at a time
  5. Be aware of changes that occur when Automated Rental Billing is enabled

Create a Rental Invoice with One-Time Billing

To create a rental invoice with one-time billing, follow these steps:

  1. Create a rental
  2. If you have already created the rental, navigate to Rentals
  3. Use the Filter by options and the search box to narrow your list of results
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  4. Locate the rental
  5. Click View Rental
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  6. Scroll down to the Invoices section
  7. Click on Create One-Time Invoice
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  8. Review the information in the upper portion of the page for accuracy
  9. If you want to prorate rental rates for this invoice, make sure the Start date and an End date are filled out in the Billing period section
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  10. Any rental rates associated with this rental that fall between the start date and end date will appear in the Rental Rates section under Services with the prorated quantity calculated automatically, and the event date range and product name pre-filled in the description
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  11. If you don't have rental rates for this rental yet, and you want to prorate rental rates for the time period you chose above, click Add Rental Rates
  12. In the lightbox that appears, you will see the name and quantity of products on this rental
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  13. Click the Choose Service dropdown for the product that should have rental rates
  14. Choose the service you want to add as a rental rate from the list of options that appear
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  15. After you add a service, you will see the default description, rate and billing period for this service and you can edit these if needed
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  16. Choose a class for each rental rate, if applicable (or click Apply to all to apply the same class to all rental rates)
  17. Check the box for Tax if you want to charge tax on this rental rate
  18. If you need to remove a rental rate, click the trash can icon
  19. Continue adding services for all products
  20. Once you're finished, click Save
  21. To add any additional service line items from this rental's job, click the right sidebar
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  22. Click Add for any additional jobs you want to add to this invoice
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  23. Use the search box below the Services table to add any additional services to this invoice
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  24. Fill out the rest of the fields on the form
  25. If you have surcharges created in your company settings you will see a section on invoices called Surcharges
  26. You can add surcharges to invoices by using the search box
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  27. Percentage surcharges will be automatically calculated on the Invoice Subtotal on all invoice
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  28. Once you're finished, click one of the buttons at the bottom of the form depending on what you want to do next
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When Automated Rental Billing is Enabled

Automated rental billing does change the behavior of one-time rental invoice generation. The following changes apply when this setting is enabled:

  1. Billed delivery jobs will not have rental rate line items generated for any of the products on the job. With this setting disabled, it becomes possible to double-bill for jobs since rental rate line items are generated for all products on-site during the billing period, regardless of if they have already been billed for.
  2. Rental rate line items will be generated based on the rental rate period. This means that instead of one line item for the entire billing period of the one-time invoice, a separate line will be generated for each subdivision of the rental period:

Before

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After

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Notice that the quantity is calculated by Units on Site x Number of Days in the Period. In the last row of the example above, 3 items on site for 3 of 7 days in the period gives us (3 x 3/7) = 1.286. This is not new behavior but is now easier to see through the billing period.

We hope that this change makes rental rate billing much more clear for you and your customers.

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