There may be situations where a tenant needs their billing date adjusted. For example, a tenant who is currently billed on the first day of the month may request to move their billing date to the fifteenth. In QuikStor Management Software, this can be done using the Pro Rate PTD feature, which allows you to adjust the tenant’s Paid Through Date (PTD) and generate a prorated invoice for the adjustment period.
Why Changing the Invoice Date Matters
Changing the invoice date helps facilities accommodate tenant requests and align billing schedules with operational needs. Instead of forcing tenants to follow a fixed billing schedule, this functionality allows the system to adjust billing while maintaining accurate rent calculations.
By generating a prorated invoice, the system ensures that tenants only pay for the exact number of days required to move from the current billing date to the new one. This maintains accurate financial records and prevents overcharging or billing gaps.
Changing a Tenant’s Invoice Date Using Pro Rate PTD
Follow the steps below to change the tenant’s billing date.
Step 1: Open the Tenant’s Unit
Go to the Unit where the tenant is currently assigned.
Step 2: Click Pro Rate PTD
In the Unit Overview, locate the Lease Details section.
Click Pro Rate PTD.
Step 3: Select the New Paid Through Date
The Paid Through Date (PTD) represents the date up to which the tenant’s rent has been paid.
When adjusting the billing date, the system will allow you to select a new date for the tenant’s PTD. However, there are some restrictions:
The system does not allow selecting dates within the current billing cycle.
Certain dates may be unavailable depending on the tenant’s current billing period.
QuikStor follows a 28-day calendar structure, which means some dates near the end of the month may not be selectable.
For example:
If the tenant is billed on the 1st of the month, the 30th may not be available because it falls within the existing billing cycle.
Dates such as 27 or 28 may also be restricted depending on how the 28-day billing structure aligns with the tenant’s current cycle.
Step 4: Create the Invoice
After selecting the new Paid Through Date, click Create Invoice.
The system will generate a prorated invoice covering the period between the tenant’s current PTD and the new selected date.
Result of the Change
After the prorated invoice is paid, the tenant’s billing cycle will be updated.
For the next billing period, the tenant will follow the new invoice date, and the system will automatically generate future invoices based on this updated schedule.
Importance
Provides Billing Flexibility – Allows facilities to adjust billing dates to accommodate tenant preferences or operational requirements.
Ensures Accurate Charges – Automatically calculates prorated rent for the adjustment period.
Maintains Consistent Billing Cycles – Helps align tenants with new billing schedules without disrupting the system’s records.
Improves Tenant Experience – Enables staff to easily handle special billing requests from tenants.