ServiceCore allows you to prorate rates and services. We remove the guesswork by automatically calculating proration for you. Whatever cycle you use: daily, weekly, monthly, yearly, or anything in between, ServiceCore will handle these calculations to make sure you're not missing out on potential revenue.
For example, if you charge $200 a month rental rate for an inventory item, and your customer rents that item for a month and a half, the charge would be $300. You may want your customers to pay for service for the amount of time the inventory was used compared to the cost for the entire time.
In this article you'll learn about how to use proration in ServiceCore for rentals and non-rentals.
Before You Start
Here are some things to know before using proration:
- You will need Tech - Billing, Manager, Admin or Owner level permission to setup your ServiceCore account to use proration features
- Proration does not apply to Flat Rate services
To take advantage of proration in Servicecore, please have the following items created and setup in your ServiceCore account beforehand:
- Create the customer that will be renting your inventory
- Add the job site where the rental inventory will be delivered, serviced, and pick-up from
- Add inventory (bulk or serialized) that you will manage for this rental
- If you will be renting itemized inventory, associate barcodes or QR codes to inventory items
- Add rental services
- Assign services to your inventory products to appear as rental rates
Once you've done all of the above, then you can get started with proration.
How to Create a Rental with Proration
The section below describes the steps you should take to setup your rental with proration.
- Follow these steps to Create a Rental
- When you are creating this rental, you must add rental rates to inventory items for proration to be calculated correctly
- If you want to use recurring billing for this rental, create a recurring invoice
If you follow these steps above in this order proration will be calculated automatically.
Add or Remove Prorated Services
If you need to deliver additional units, add more service jobs, or pick-up units before the rental is complete, follow these steps to add jobs to a rental.
If you are adding or removing units by scheduling a delivery or pickup job, then the recurring invoice will prorate the quantity of the rental rate to reflect the changes.
What Proration Looks Like on Invoices
As you create the recurring invoice from this rental, you will see the recurring interval in your invoice line item descriptions.
You will also see proration appear as non-whole numbers in the Qty of your invoice line items.
In addition, if you use recurring invoices for your rentals, as you add or remove units from the jobsite, the proration will happen automatically, no calculator required!
How to Create a Recurring Invoice with Proration for Non-Rental Jobs
The section below describes the steps you should take to setup your non-rental job with proration. It's important that you follow these steps in the order below to make sure proration is calculated correctly.
- Add Services via your settings
- Create a recurring invoice that includes the prorated services you added in the previous step
If you need to add or remove prorated services for your recurring invoice at a later time:
- Go to Accounting
- Click on the Recurring tab
- Click on Filter by
- Click on the Scheduling Type dropdown
- From the list, choose Non-Rental
- Click Close
- Type the Customer name into the Search box to narrow your results
- Locate the recurring invoice template you want to edit
- Click the down arrow next to Create Invoice
- From the list of options that appear, click Edit Recurring Template
- Add or remove prorated services for your non-rental job to this invoice
- Once you're finished, click View Invoice
If you follow these steps above in this order, the proration will be calculated automatically.
Does proration work if I need to add or remove units from a jobsite?
Yes. If you add or remove units by scheduling a delivery or a pickup job, then the recurring invoice will prorate the quantity of the rental rate to reflect the changes. Here's how to add jobs to a rental.
If the delivery, service or pick-up jobs are not marked as done, will my invoices still prorate?
Yes. Job completion status has no effect on proration.