When you create a monthly plan, under its Billing settings, you can decide whether the system should prorate it or not. Here is what will happen to memberships based on a billing plan, in which proration is turned on.
What you'll need first
OfficeRnD will prorate recurring membership fees if you get a new sign-up that does not fall within your specified billing date each month. If your regular monthly billing occurs on the anniversary date that a member signs up, then their invoices will not be prorated.
For example, if the billing date of a member is the 1st and their membership ends on the 20th, OfficeRnD will prorate their last invoice and charge them for 20 days of usage instead of charging them for the full month's usage.
There are two options that control how the membership start will be prorated if it doesn't match the recurring billing date. Both options are available under Settings/Billing & Products/Invoicing:
- First invoice: This option will prorate the first invoice for the membership.
- Second invoice: This option is useful when you want to have a minimum commitment of one month for members that start a new membership. It will bill the member one full month and prorate the second invoice the same way as the first option. Please note that this option applies only to new customers. Upgrades and downgrades are handled the same way as the First invoice option.
In order for second-month proration to work:
- The start date of the membership has to match the start date of the member/company.
- A first invoice has to be issued for the member/company in order for the second invoice to be prorated.
- The preview will not show proration until at least one invoice is raised for the membership.
- The first issued invoice will have a period matching the start date and ending next month.
- The subsequent second invoice will be prorated accordingly and with respect to your organization's billing date.
- The start date of the company is 24/11/2022.
- The start of their membership is 24/11/2022.
- The first invoice will have a period of 24/11 - 23/12 and will invoice the membership without proration.
- The second invoice will have a period of 01/12 - 31/12 and will prorate the membership.
Here is how proration works in general:
1. As discussed above, the first or second invoice for membership is being prorated accordingly.
2. When a membership is terminated (either because of an upgrade, downgrade, or the member is leaving), the last days of the membership are also prorated if the termination date is not the day before the billing date.
3. We calculate quantity based on the Proration setting (Current Month Length or Average Month Length) under Settings/Billing Settings/Billing Rules:
- Quantity based on the Current Month Length depends on the number of days the membership has in the specific month, and the number of days the month contains. For example, we would like to calculate the proration of 9 days for membership in October, the quantity would be 9 / 31 = 0.29.
- Quantity based on Average Month Length is calculated as follows: (days count) * 12 / 365. This means that if it's prorated from Jan 15th to Jan 31st then there are 17 days and the quantity would be 17 * 12 / 365 = 0.56.