Overview

Pro-rated billing allows you to fairly charge members when they join mid-cycle. Instead of paying the full membership fee upfront, the system calculates a partial (pro-rata) amount from the plan start date to the first full billing cycle. This ensures transparent, accurate charges while aligning payments with your business’s chosen billing pattern.

This feature improves customer satisfaction and makes billing clearer at checkout. 

Pro Rated Billing can be configured for:

• Primary Memberships (unlimited credit)

Prerequisites

• Access to Core with permission to sell memberships.

• An unlimited credit membership available in your Retail Configurations.

Steps to Configure Pro-Rated Billing

1. Select the Membership

1. In Core, go to Retail > New Sale.

2. Choose the unlimited credit membership you want to sell.

2. Enable Fixed Billing

1. Once a membership is selected, select a Credit Activation Date and First Payment Date.

2. Switch the Fixed Billing toggle ON.

3. This activates pro-rata billing options for setup.

3. Choose the Billing Pattern

Depending on your needs, configure the First Payment Date:

• Weekly Billing

• Fortnightly Billing

• 4-Weekly Billing

• Monthly Billing – Choose one of:

  • Fixed Date (1st–28th of each month)

  • Last Day of the Month

  • Fixed Day Before Month End (e.g. last Friday)

  • Fixed Day After Month Start (e.g. first Monday)

4. Review the Pro-Rata Charges

The system will automatically display:

• Primary Pro-rate Period: The days covered in range (e.g. October 23-31). Calculation is First Payment Date - Credit Activation Date.

• Primary Daily rate: Calculation of daily rate. Calculation is Full Cycle Amount ÷ Days in Cycle.

• Primary Pro-rate amount: Calculated based on cycle length and daily rate. Calculation is Daily Rate × Pro-rate period days.

• Total: This is the total amount due today which includes pro-rata charge, joining fees, and tax.

5. Complete Checkout

1. Confirm the pro-rata charge and next full billing date.

2. Add to cart to process payment.

3. Select the payment method.

4. The Total Amount and Pro Rated Amount will be displayed clearly during Checkout.

5. Invoice will display Pro Rated dates in the description.

Expected Outcome

Members will be fairly charged for the portion of their first cycle, and future recurring charges will automatically run on the configured billing date. Reports and invoices clearly display pro-rated description for transparency.

FAQs

Q: What happens if the membership start date and billing date are the same?
A: No pro-rata charge is applied; the full membership fee is charged.

Q: Will this work for all billing cycles?
A: Yes, it supports weekly, fortnightly, 4-weekly, and monthly billing patterns.

Q: Can proration be used for any membership?
A: No. This option only applies to memberships with Unlimited Credits.