Extending a rental Booking

You can extend an existing (active) rental booking in Loopit as long as the only change is to the drop-off date. If you are also changing the package (e.g. upgrade or downgrade), this triggers a different billing behaviour that requires additional steps such as issuing a credit note and a new pro-rata invoice.

This article covers:

• How to extend a booking correctly

• How to avoid generating unnecessary credit notes

• What to do when the package is also changing

When Can You Extend a Rental Booking?

You can extend a booking without triggering a credit note only if:

• The package remains the same

• You schedule the change to take effect on the new drop-off date

Best Practice: Scheduled Extension for an active booking

Scenario

• The original booking: 30th of July – August 2nd

• The customer request: On 1st of August, the customer asks to extend the rental to August 3rd (+ 1 day)

Steps

1

Go to the booking and choose 'Edit Booking'

2

Change the return date from August 2nd to August 3rd (Return Date)

Edit the return date to the desired extension date (August 3rd in this example)

3

Set the change to be effective on August 3rd (Effictive Date)

Which is the previous end date + one day

In the case that the booking were to be extended to August 10th, the Effective Date should still be the original return date (August 2nd) plus 1 day - resulting in August 3rd as Effective Date.

4

Save as a scheduled change to occur on August 3rd

Result

• The system does not issue a credit note

• A new invoice is created on August 3rd, covering August 3rd only (or the period following August 3rd)

This approach ensures a clean billing flow without any reversal or pro-rata adjustment.

The key rule: If the effective date of the change doesn’t fall within the current invoice period, Loopit won’t apply pro-rata.

What Happens if You Update Immediately?

If instead of scheduling, you apply the change immediately (e.g. on August 1st), here's what happens:

What the system does:

• Issues a credit note for the unused portion of the invoice (from August 1st onwards)

• Creates a pro-rata invoice covering the period from July 30th - August 1st

This can complicate billing reconciliation and reporting, especially if only a small extension is made.

Changing Packages? Additional Steps Needed

If the customer wants to extend and also switch packages, then you’ll need to:

1. Issue a credit note for the unused period of the original package

2. Calculate a pro-rata invoice for the new package

3. Make sure billing aligns with the pricing of the new package

This ensures accurate financial reporting and revenue recognition.