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Understanding Cycle Billing
Understanding Cycle Billing

Automatically generate invoices for orders spanning more than one billing period.

Updated over a week ago

Overview of Cycle Billing

Cycle Billing is designed to automate the invoicing process for rentals spanning multiple billing periods. Renterra allows for invoices to be automatically generated for a billing period, whether it’s a 4-week period or a calendar month, ensuring that billing is streamlined. In this article, we will walk you through the basics of cycle billing, how it works, and how you can access cycle-billed invoices in Renterra.

How Cycle Billing Works

When an order reaches the end of its billing period, an invoice will automatically generate based on the defined cycle. The cycle period can be set to either 4 weeks or a calendar month, depending on your needs. This setting is established in the Admin > Order Settings section, where you can define the cycle strategy and start strategy.

  • Cycle Strategy controls when the invoice is generated during the billing period. Each invoice will bill for the entire period, but can be generated at the end of the period or a specific day of the cycle.

    • End of Period: The invoice will be created at the end of the cycle period.

    • Day of Cycle: A specific day of the billing cycle will trigger the invoice creation. (e.g. 21 days into the Cycle Period)
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  • Cycle Start Strategy controls when the billing period begins.

    • Start of Order: The cycle begins when the order is created. This will be unique to each order.

    • Start of Month: The cycle begins at the start of the month in which the order is created. This will be consistent for all orders created within this period. For example, if the start strategy is set to the start of the month and an order is created on the 15th, an invoice will be generated at the end of the month billing for the cost incurred from the 15th to the end of the month.
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  • Cycle Auto-Extension allows the ability automatically extend the order end-date when a new cycle bill is generated.

    • Disabled: When a cycle invoice is created, the order's end time will remain unchanged.

    • Enabled: When a cycle invoice is created, the order’s end time will be extended by another period.

Note: Cycle Bill settings can be controlled in Admin Settings for all orders or can be set individually per order in the Order Settings.

Cycle Bill Communication

Although the invoice is generated automatically, it is not automatically sent to the customer. The invoice will be found in the Invoices page so that it can be reviewed and sent to the customer. You can use the filters to display only those that have cycled, or filter by "Cycle Billed Today."

Manually Creating Cycle Bills

Cycle bills can be manually created directly in an order. To manually create a cycle bill:

  1. Go to the specific order

  2. Select Create Invoice or Refund

  3. Select Options in the left-hand corner

  4. Choose Current Cycle or Previous Cycle

  5. Update the Income Type to be Earned

  6. Ensure the due date is correct

  7. Select Create Invoice

Removing Auto-Generation

Auto-Generation of cycle bills can be turned off within each order. To turn off auto-generation:

  1. Go to the Order

  2. Select Settings

  3. Scroll Down to Edit the Billing Settings

  4. Remove the Check from Generate Cycle Bills

  5. Click Submit

Looking for additional help? Get support from the Renterra team!
Chat with us directly or email us at [email protected].

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