Create a new rental fee
Before you can apply rental fees you need to create them in your price book.
Select Pricing in the top navigation
Select Rental under the fees section on the left navigation
Click the "+" sign in the upper right to create a new Rental Fee
Complete the information for you fee, Name and Amount are *required. Click 'Create' to complete the process.
*Important note
Pricing period is the cadence of the fee.
For a Flat Rate Monthly Fee for On Request service on Manual Invoicing, that does not fluctuate by number of days, we recommend using the ONCE pricing period.
Grace Period allows you to set a timeframe for when the fee will apply after a collection or reset. If you choose the custom option, a new field will appear to allow you select the number of days of your choice.
An example of a grace period would be after a Dump & Return. If the bin is emptied every 3 weeks and you do not charge a rental fee for the first 7 days after the bin is returned to the customer.
After creating the rental fee, you can either select the three dots on the right in the list to view more actions, or select the rental fee to open a detailed view where you can also take further actions. These include edit, adding or removing services, archiving or deleting the rental fee. (Note: archived fees will show in the Rental Fee list with an orange background to visually distinguish them from active rental fees.)
The detail view will also allow you to see the list of customers with this rental fee, and the services the rental fee is applied to.
Add Services to Rental Fees
(Adding or linking from service itself, link one fee to multiple service, but not multiple fees to one service.)
Once you've created a rental fee, you will need to associate that fee to a service. This can be done from the list of rental fees or after clicking into the details of the rental fee and clicking the three dots.
A screen will pop up and allow you to select one or many services to associate the rental fee to. Select all services that apply and click 'Add' to save and close the pop up window.
Rental fees can also be added to services from your Pricing/Services list by clicking the three dots on the far right of the service.
When selecting the service to link your fee to, any services with a gray background are already linked to a fee.
Once you have Rental Fees saved in your price book, you can add a rental fee to a new service as you create them.
Grace Period Overview
What is a grace period? A grace period is typically a portion of the rental that is included in the rate of the service and after the grace period a rental rate is then applied Daily, Weekly, Monthly, etc.
For example, a 40yd Rental is $215 and calculated into that price is 7 days where no rental fee is charged to the customer above the monthly rate. If the bin stays at the customers location without collection, the customer will incur a daily rental fee of $10 per day. When the customer requests the bin be emptied and returned, the 7 day window will reset allowing an additional 7 day grace (free) period.
The grace period will need to be manually reset if applicable, however grace periods are not required. If you charge a daily rate regardless, make sure to save your rental fees with no grace period.
How to add and configure a rental period for a customer's service. Following these steps will allow you to define start and end dates, manage grace periods, and visualize billing cycles directly from a calendar view.
From the customer's profile, navigate to the Services tab.
Locate the service you want to add a rental period to and click the Rental fees icon.
In the Rental fees dialog, click the dropdown menu to select a pre-configured rental fee. The calendar will appear below.
Click on your desired start date on the calendar and select Set start date.
Click on the end date for the rental period and select Set end date.
Review the highlighted rental period on the calendar. The display will vary based on whether the fee is daily, monthly, or a one-time charge.
Click the Save button to apply the rental period to the service.
Once a rental period is saved, you can easily modify its dates or manage its grace period.
Open the Rental fees dialog for the service with an active rental period.
Click on any date within the highlighted rental period to open the action menu.
To change the dates, select Edit rental period. You can then set a new start or end date. Click Save to confirm.
To end the grace period and start a new billing cycle, select Reset grace period. You can reverse this action by clicking the date again and selecting Undo grace period reset.
Navigate to the customer's account and select the Services tab.
Find the service with the rental period you want to change and click the Rental fees icon.
In the Rental fees window, click on any date within the existing rental period.
From the pop-up menu, click Edit rental period. This will activate edit mode for the calendar.
Click on the new date on the calendar that you wish to set as the start or end of the period.
From the pop-up menu, select either Set start date or Set end date to apply the change.
Click the Save button to confirm your changes.
Navigate to the customer's profile and select the Services tab.
Locate the service you need to modify and click the calendar icon to open the Rental fees dialog.
In the calendar view, click on the date where you want the current rental period to end. A pop-up menu will appear.
Select the Reset grace period button from the menu. The system will confirm that the grace period has been reset successfully.
Resetting the grace period splits the original rental period into two distinct periods. The first period ends on the day you selected, and a new one begins the following day. This allows for accurate, prorated billing. If you made a mistake, you can reverse the action by clicking the same date again and selecting Undo grace period reset.
Tips
To view a complete history of all changes made to a rental period, click the Rental period activity icon at the top right of the dialog. This log shows who made the change, what was changed, and when.
