When a service ends part-way through a period that was already billed, PracBill can credit the unused days on the next invoice. Off by default; an administrator turns it on per department.
¶ How it works
PracBill bills services in advance: the 1 October invoice charges October, the 1 November invoice charges November. So when a service ends on 8 October:
- The customer was already charged for all of October on the 1 October invoice.
- The 1 November bill run finds the ended service and adds a credit for 9 to 31 October.
- The ended service is not charged for November or any later month.
The credit line reads:
Pro-rata credit for service ended on 08/10/2025 -$37.10
Calculation for a $50 a month service: 23 unused days (9 to 31 October) x $50 / 31 days = $37.10.
¶ Full timeline
| Date | What happens |
|---|---|
| 1 September | Invoice: September service $50. Customer pays. |
| 1 October | Invoice: October service $50. Customer pays. Service active. |
| 8 October | Customer cancels. Date Ended set to 8 October (8 days used, 31 paid). |
| 1 November | Invoice: no November charge. Credit for 9 to 31 October: -$37.10. A $15 late fee if the October invoice is unpaid. Net -$22.10, refunded to the customer. |
¶ Turn it on
- Open Admin → Department Settings, select the department and click Edit.
- Under Billing Behaviour, turn on Pro Rata Credit for Ended Services.
- Click Save.
¶ Use it
- End the service: set Date Ended to the last day the customer had the service (see End a service).
- Let the next bill run generate as normal.
- Services that ended during the previous period get a credit line and no charge for the new period.
Set Date Ended to the last day of service, not the day after. Ended 8 October means a credit for 9 to 31 October; 9 October would credit one day less.
¶ Good to know
| Behaviour | Detail |
|---|---|
| Credit on the next invoice | Because services bill in advance, the credit lands on the invoice after the one that charged the period. |
| Re-saving an invoice | Regenerating or editing the invoice updates the existing credit line; it does not duplicate it. Manual edits to the amount are overwritten. |
| Quantity | A service with quantity above 1 is credited for all units. |
| Tax | The credit carries the service's tax, so GST reporting stays right. |
| Only mid-period endings | A service that ended before the period is left off the invoice entirely: no charge, no credit. Ending on the last day of the period gives a zero or near-zero credit. |
| Minimum spend | Credits are excluded when minimum spend charges are worked out. |
| Several services | Only the ended service is credited; the others bill as normal. |
| Old endings | Services that ended in earlier periods are not credited retrospectively. |
| Reporting | Credits are negative invoice lines and show in revenue reports for the period. |
| Service types | Works for any recurring service in the Services module. |
Related settings in the same card, Pro Rata As Items and Pro Rata As Service Item, control how services that start mid-period are charged: see Pro-rata, back billing and prepaid.
Next: End a service, Invoices.