Most companies bill every customer on one shared billing cycle. Some bill
each rental from the day it starts instead: a rental delivered Oct 26 bills
Oct 26 to Nov 22, then Nov 23 to Dec 20, on its own invoice, whatever the
customer's other rentals do. This article covers turning that on, each
site's billing start date, skipping and catching up a period for one site,
ending a rental, and what Billing Health watches.
Turning it on
Settings → Finance → Cycle Billing → Cycle schedule & rates → Bill each
rental from its own date (owners and admins). Pick Each rental bills
from its own date and save. It is off for every company until someone
turns it on.
another fixed length) counted from the rental's start.
customer on autopay is charged for each one.
sites together (Edit Customer → Billing), stay on the shared cycle.
minimum: any part of a period bills the whole period, and ending a rental
early suggests no credit. It can only be off while each rental bills from
its own date.
pickup ends billing and when added units start billing.
PortaPro refuses the switch, and says why, when:
them first, so the same days aren't billed twice.
from today on. Switch back after the last rental period ends, or void
those invoices first.
dates. Every rental's periods hang off that length.
Each site's billing start
On the customer's Sites → Rate Card, Rental billing dates lists
each site:
· next invoice Nov 23 for each rental at the site.
for example Units added Nov 2, with Change start.
nightly run skips it and never bills it on the company cycle instead.
The start date fills itself from the earliest Bills From date on the
site's rate card, or from a completed delivery when no line has one. Set or
change it with Set billing start or Change; the site's rate card
shows the same line.
Once the site has been invoiced, the link reads Move billing start.
Moving it changes which days each invoice covers, so PortaPro first shows
what the move does: days that would never be billed, or days already
billed that fall inside the first new period (PortaPro won't draft that
period on its own). Move billing start saves it after you have read
that.
Skipping a period for one site
Sites → Rate Card → ⋮ → Skip a billing period asks for the site, then
lists that site's previous, current and next periods. A skip covers that
site only. A skip made for the whole customer still covers every site's
period that starts inside it.
That rule matters when you switch from another program: a skip recorded
for the whole customer before the switch covers a rental's period only when
that period starts inside the skip. A rental whose first period started
before the skip (and was already billed in your old program) needs its own
skip for that site.
Catching up an earlier period
Sites → Rate Card → ⋮ → Bill an earlier period… asks for the site,
lists each rental's last six closed periods with the invoice or skip on
each, and Bill this period bills only that rental. The result shows for
each period: Invoice drafted, Skipped, or why not, for example
"another rental invoice already bills some of these days for the same
units".
Generate cycle invoice bills every rental's current period at once and
lists each rental's result the same way.
Ending a rental
End rental early on a rate card line works on that line's rental
period, and a draft it updates is regenerated for that rental only. A line
priced on a different period than your cycle (monthly on a 28-day company)
uses the Bills until field instead.
Reviewing the drafts
Financials → Invoices → Cycles Closing Soon lists one row per site and
rental, with its next invoice date. Generate Cycle Invoices says how
many of a customer's rentals are ready to bill. Drafts can carry these
notes:
billed the rental's own period, scaled.
part of the period, so only the rest is billed.
aren't billed.
period are billed on this invoice.
Cycle Billing → Recent cycle-billing runs lists periods the nightly run
refused and sites with no start date.
Billing Health
Billing Health adds four checks once rentals bill from their own date:
Rental site with no billing start date, Rental period ended and
nothing billed it, Rental invoice overlaps an invoice on the shared
cycle, and Site's billing start moved after it was invoiced. Open
takes you to the customer's Sites → Rate Card. The Rate Card Billing Audit
matches each such line to its own site's invoices.