When services change mid-billing cycle, it is essential to adjust invoices accurately to reflect prorated charges and avoid unintended credits or overcharges. This guide provides a step-by-step process for managing such changes effectively in Hauler Hero.
If the invoice is already paid, you will need to start by moving the payment to account credit, which will make the invoice editable. This ensures the invoice can be adjusted without causing discrepancies and aligns with the system's requirements for accurate billing.
Example: Customer is on a 1x Weekly pickup and has requested to switch to a 2x Weekly pickup. It is the middle of the month and the customer has already been invoiced for the current cycle.
Step 1: End the existing service. For changes involving service removal, delete the affected invoice to remove the no-longer-needed service. Recreate the invoice to include prorated charges for the remaining services.
Step 2: Add New Service Ensure new services are added with the correct start date before regenerating invoices. This step is crucial for accurate prorating and billing.
Step 3: Regenerate Invoice Add an adjustment or fee to the invoice to ensure the total matches the intended amount. For example, use a Miscellaneous fee with a negative amount to reduce the total if necessary.
If the customer had previously paid for the invoice, you can use the account credit towards the invoice and request the difference in payment Once the invoice is updated, reapply the account credits to mark it as paid. This ensures the customer’s payment history remains accurate.
