Edit Fortnightly Billing Date

Loopit allows limited editing of the fortnightly billing date for active bookings. This feature helps align customer billing preferences while maintaining billing integrity. However, the ability to edit this date depends on the booking status and type of change being made.

• For active bookings, the billing date can be updated if it's the only change being made.

• If the booking changes includes an asset swap, the billing date becomes locked and remains unchanged. Billing day changes are not allowed in the same edit.

• For requested or confirmed bookings, the billing and effective dates are locked to the asset handover date and cannot be edited.

Below are the scenarios when editing the fortnightly billing date. Each scenario outlines what changes are allowed based on the booking status (e.g. Active, Requested, or Confirmed) and whether additional actions—like asset swaps or pricing updates—are involved.

In which Status is the Bookings you looking to edit the Fortnightly Billing Date for?

1. Active Booking

2. Requested or Confirmed Booking

The booking is active

Scenario 1: Booking is Active — Only Fortnightly Billing Date is Updated

You can update the fortnightly billing date as a standalone change.

System behavior:

• Billing date will update as selected.

• Effective Date is automatically aligned with the new billing date.

• You cannot manually set the Effective Date.

Example:

• Before:

  • Billing frequency: Fortnightly

  • Next invoice: July 17th

  • Booking status: Active

• Change made:

  • Billing date updated to July 20th

• System sets:

  • Effective Date = July 20th

  • No other fields affected

Scenario 2: Booking is Active — Asset Swap + Billing Date Change in One Edit

You cannot change the billing date at the same time as doing an asset swap.

System behavior:

• The fortnightly billing date remains unchanged and is locked.

• The Effective Date is automatically aligned with the asset swap (pickup) date.

• Fortnightly billing date cannot be edited.

Example:

• Before:

  • Billing frequency: Fortnightly

  • Next invoice: July 17th

  • Booking status: Active

• Change made:

  • Asset swapped

  • New asset pickup date: July 24th

• System sets:

  • Effective Date = July 24th

  • Billing date = July 17th (locked and remains unchanged)

Scenario 3: Booking is Active — Other Changes (e.g. Base Fee)

You can make other edits (like pricing or add-ons), but the fortnightly billing date will not change.

System behavior:

• Billing date remains the same.

• A credit note may be issued for unused days.

• A pro-rata invoice may be raised between old and new terms.

Example:

• Before:

  • Billing frequency: Fortnightly

  • Billing date: July 17th

  • Base fee: $299

• Change made:

  • Base fee updated to $305

  • Effective Date set to July 20th

• System behavior:

  • Billing date = still July 17th

  • Pro-rata charge from July 17–20th

  • Full new invoice starts from July 20th

The booking is Requested or Confirmed

Scenario 4: Booking is Requested or Confirmed — Billing Date Change Not Allowed

You cannot change the fortnightly billing date or effective date while booking is in requested or confirmed state.

System behavior:

• Billing date and effective date are locked to the asset handover date.

• Billing date and effective date inputs are disabled in the edit sidebar.

Example:

• Before:

  • Booking status: Confirmed

  • Handover date: July 8th

  • Billing date: July 8th

• Attempted change:

  • Update handover date to July 11th

• System response:

  • Billing date and effective date inputs are disabled

  • Billing date and Effective Date = July 11th