How to Apply a Proration at Start for New or Existing Members

Proration for New Members (Sign Up)

When a new member is registered via Staff Registration or Self Registration, proration is calculated automatically based on the Start Date entered. A prorated charge or credit will be generated immediately per your sites predetermined prorate settings. 

Your proration settings were configured during your Deskworks onboarding under SETUP > SETTINGS. Learn more about proration setup here →

Proration for Existing Members (New Recurring Billing)

When you add a new plan for an existing member under Recurring Billing, you can choose to apply a proration if they are starting mid month.

To apply proration: 

1. Go to BILLING > RECURRING BILLING 
2. Click NEW CHARGE + to create a new recurring billing item.
3. Check the box for Post Proration? to generate any charges/credits automatically.
4. Set the Next Billed On date to the 1st of the following month to avoid a duplicate full-month charge.
5. Enter the correct Start Date for when the new plan should begin (the proration calculation is based on this date). 
6. Fill out any other necessary fields and click SAVE.

A proration will be posted immediately under BILLING > CHARGES/PAYMENTS, per your "Prorate at Start" setup:

• 1st month: A new invoice will be generated with a prorated charge. This allows you to modify the invoice and send for review, or process a payment immediately. This charge will NOT sweep onto the next month's invoice. 
• 2nd month: A new invoice will be generated with a full month's charge. Additionally, a prorate credit will be added to CURRENT CHARGES and will sweep onto the next month's invoice.

Note: Prorations are generated immediately when you create a Recurring Billing, not during the billing sweep. The sweep will always post the full plan amount, regardless of Start Date. The Start Date is used to calculate the proration, while the Next Billed On date tells the system when to begin full monthly charges.

Example #1 (Prorate 1st month)

An existing member signs up for a second office. They'll be moving in Oct. 15. The operator prorates the 1st month invoice. 

Create a new recurring billing and fill out these key fields as follows:

• Post Proration?: Tick the box
• Next Billed On: Nov 1
• Start Date: Oct 15

Once saved, an invoice will be generated immediately with a prorated charge for Oct. 15 through the end of the month. The operator will process payment on this invoice manually. Then, a full month's charge will be generated automatically during the sweep later that month and payment will be processed automatically on Nov. 1. 

Example #2: (Prorate 2nd month)

Using the same example as above, but this time the operator charges a full month up front and then prorates the 2nd month.

All fields will be filled out the same as example #1. 

Once saved, an invoice will be generated immediately with for the full plan amount. The operator will process payment on this invoice manually. Additionally, a prorate credit for Oct. 1 up to the Start Date will be added to CURRENT CHARGES. Then, a full month's charge will be generated automatically during the sweep later that month. The new invoice will include both the full month's charge and the prorate credit, so the balance will be the prorated amount. Payment will be processed automatically on Nov. 1.