ServiceCore calculates proration automatically for both rental rates and non-rental services. Whatever billing cycle you use, daily, weekly, monthly, or something in between, ServiceCore adjusts what a customer owes to match the exact time a unit or service was in use.
For example, if you charge $200 a month for an inventory item and a customer only keeps it for a month and a half, ServiceCore bills $300, the exact amount for the extra time. You don't have to calculate partial periods by hand.
If you want more control over how rental proration behaves, including automatic mid-cycle billing and early pick-up handling, check out Rental Proration Settings Overview.
Before You Start
Here are some things to know before you continue:
- To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
- Proration does not apply to Flat Rate services.
- A customer and a job site must already exist in your ServiceCore account before you can set up a prorated rental.
- Inventory (non-itemized or itemized) must be added to the rental, and itemized inventory needs barcodes or QR codes associated with it.
- Assign services to your inventory products so they can appear as rental rate options.
- For non-rental proration, add your services in settings before creating a recurring invoice.
Prorate Rental Rates
As units are delivered or picked up mid-cycle, ServiceCore automatically adjusts the quantity billed on your recurring invoices.
To set up a rental with proration, follow the steps below in order:
- Create a Rental.
- Add Rental Rates to the rental.
- If you want recurring billing, create a recurring invoice.
Once you complete these steps in order, ServiceCore prorates the rental automatically.Okay, let's proceed with the next section. I implemented your changes.
Add or Remove Units Mid-Rental
If you need to deliver additional units, add more service jobs, or pick up units before the rental ends, add jobs to a rental. The recurring invoice prorates the rental rate quantity to reflect the change automatically.
When this happens, you'll see it on the invoice as two things: the date range for that segment shows in the line item description, and the quantity appears as a non-whole number. In the example below, a Basic Toilet rental starts with 2 units, then jumps to 4 units mid-cycle, so the "4 Weeks Basic Rental" line splits in two, one for each date range and quantity.
Please Note: For how ServiceCore prorates rental rates during batch billing, and how early pick-ups are handled, check out Rental Proration Settings Overview.
Prorate Non-Rental Services
For services that aren't tied to a rental, set up the service in your settings first, then bill it through a recurring invoice.
- Add Services in your Settings.
- Create a recurring invoice that includes the services you added.
Once these are set up in order, ServiceCore prorates non-rental services automatically.
Edit an Existing Non-Rental Recurring Invoice
If you need to add or remove prorated services on a non-rental recurring invoice later, follow the steps below:
- Click into "Accounting."
- Click the "Invoices" tab.
- Click on the "Recurring" tab.
- Click on "Filter By."
- Click into the "Scheduling Type" dropdown.
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Select "Non-Rental."
- Click "Close."
- Type the customer's name into the search box to narrow your results.
- Locate the recurring invoice template you want to edit.
- Click the "Edit Recurring Template" icon.
- Add or remove prorated services on the template.
- Click "View Invoice" once finished.
Frequently Asked Questions (FAQs)
How does proration work during batch billing?
When you run batch billing, or create the next invoice manually from a recurring invoice template, ServiceCore automatically pulls in job activity from the last billing cycle and adjusts the invoice to match.
For rental rate proration during batch billing, including how delivery jobs, pick-up jobs, and early pick-ups are handled, check out Rental Proration Settings Overview.
For non-rental jobs, the same logic applies: an extra service job performed during an already-billed cycle gets added automatically to the next invoice, along with any line items tied to that job.
Does proration work if I need to add or remove units from a jobsite?
Yes. See Add or Remove Units Mid-Rental above for how this works.
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.
If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!