Rental Rates are the repeat charges associated with the products on a rental. They control how recurring product charges appear on invoices and support automatic proration when enabled in your account.
Rental Rates can include:
- Weekly, 28-day, monthly, or yearly recurring charges
- Flat Rate services that repeat on every invoice
One-time charges, such as delivery or pickup fees, should not be added as Rental Rates. Instead, add them as service line items at the job or invoice level.
Before You Start
Here are a few things to know before you continue:
- You must have an existing rental before adding Rental Rates. To learn how to create a rental, please review this article.
- Services must be assigned to the product before they will appear as Rental Rates.
- If you use proration for billing, Rental Rates must be added for proration to calculate automatically on invoices. To learn more about proration, please review this article.
- Rental Rates can also be used for Flat Rate services that repeat on every invoice and do not require proration.
- If you plan to use classes for your rental rates, those need to have already been added to your account.
- To see if you have user permissions to add rental rates, please review this article.
Add Rental Rates to a Rental
- Click “Rentals” in the top menu.
- Use the Search bar or Filter to locate the rental.
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Click the “View Rental” icon to open the rental.
- TIP: Clicking the Rental Number will also open the rental.
- On the rental overview page, scroll and locate the Rental Rates section.
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Click the “Add Rental Rates” button.
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In the window that appears, click “Choose Service” for a Product/Service of the rental.
- Select the service you would like to add as a Rental Rate in the drop-down menu.
- Each Product/Service can have more than one Rental Rate added.
- Services based on days, weeks, months, or years can be prorated. Services listed as Flat Rate cannot.
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If proration is enabled and you select a prorated Rental Rate, charges will automatically calculate based on delivery, pickup, and billing cycles.
- Once you have added your Rental Rates, you can add or edit the Description and Rate for each. (Optional)
- Select a Class for each rate and use “Apply to all” to use the same Class for all rates after selecting the first. (Optional)
- Check or uncheck the Tax box to apply or remove tax. (Optional)
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Click the “Save” button to add your Rental Rates to the rental.
Edit or Remove Rental Rates
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Click the “Edit Rental Rates” button on your rental.
- Add or edit rates and click the “Trash Can” icon to remove a rate.
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Click the “Save” button to save your changes.
Please Note: Changes made to Rental Rates apply to future invoices only.
Rental Rates on Invoices
After adding Rental Rates, you can create invoices that include those rates:
Frequently Asked Questions (FAQs)
These FAQs address common questions and quick clarifications to help you use this feature with confidence.
What’s the difference between rental rates and regular invoice line items?
Rental Rates are recurring charges tied directly to the products on a rental. They are designed for repeat billing and support automatic proration (when enabled).
Regular invoice line items are typically used for one-time charges, such as delivery fees or special services that should not repeat.
Do rental rates automatically prorate?
Recurring rental rates (Daily, Weekly, Monthly, or Yearly) will prorate if proration is enabled in your account.
Flat rate services do not prorate and will always bill at the full amount.
Why don’t I see the service I need in the dropdown?
Only services assigned to the rented product will appear in the “Choose Service” dropdown.
If a service is missing, assign it to the product first. Once assigned, it will become available as a rental rate option.
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!