When you process an annual service like insurance or a maintenance contract, the cost often spans more than one budget period. Until now, you had to manually work out how much belongs to each period. With service date ranges, Re-Leased handles this for you — automatically pro-rating costs based on the actual service dates so each budget period reflects only the costs that belong to it.
How it works
Service date ranges add a Service Date From and Service Date To field to your income and expense invoices (and their credit note equivalents). When an invoice's service dates span more than one budget period, Re-Leased automatically calculates the pro-rated portion for each period based on the number of days.
The pro-rating flows through to your key budget screens and reports:
- Expense to Schedule — shows the pro-rated allocated amount for each line item
- Income to Area — shows the pro-rated amount allocated to each budget period
- Budget Reconciliation wizard — displays pro-rated amounts across the Actual Expenditure, tenant income, and owner line item steps
- Expense, Income, and Budget vs Actuals reports — reflect the pro-rated net amounts for the selected period
Wherever a line item has been pro-rated, you will see an asterisk (*) next to the amount. A legend at the top right of the screen explains that the asterisk indicates a pro-rated value.
Enabling service date ranges
- Go to Settings > Manage companies > Select company.
- Under the Invoicing section, find the Service Date Range toggle.
- Turn it on.
Once enabled, both the Service Date From and Service Date To fields appear on all income and expense invoice forms, as well as credit notes. The setting applies across your entire organisation.
If the setting is turned off, any previously entered Service Date values are preserved in the background but not displayed.
How does this feature work with the old single Service Date functionality?
If you've already been using the single Service Date field on your invoices, nothing changes to your existing data when this feature is enabled. Behind the scenes, all your existing invoices that have a Service Date are automatically given a matching Service Date To (set to the same date as the From). This means they're treated as single-day service periods, so no pro-rating is applied and no asterisks appear. Your existing budgets, reconciliations, and reports continue to show the same figures as before. You only see pro-rated amounts when you create new invoices (or edit existing ones) with a Service Date To that's different from the Service Date From. In short, the feature is entirely additive. It doesn't retrospectively change any of your historical data or budget allocations.
Creating an invoice with service date ranges
- Create or edit an income or expense invoice as usual. This can be via the Create Invoice Page, or the newer Process Expense Invoices page.
- Enter the Service Date From — the date the service begins.
- Enter the Service Date To — the date the service ends.
- Complete the remaining invoice fields and click Save and Approve or Save and Submit.
Validation rules:
- The Service Date To cannot be earlier than the Service Date From. They can be set to the same date however, to represent the entire cost being applied on that day (much like the old Service Date functionality).
- If you have entered a Service Date From, the Service Date To is required when you approve or submit the invoice.
- You can save an invoice as a draft without completing the Service Date To — validation only runs on approval or submission.
Credit notes follow the same behaviour as invoices.
How pro-rating is calculated
When your invoice's service dates span more than one budget period, Re-Leased calculates the allocation automatically:
Allocated amount = Invoice amount × (days in this budget period ÷ total service days)
For example, if you have an annual insurance invoice for $12,000 with a service period from 1 April 2025 to 31 March 2026, and your budget periods run on a calendar year:
- 2025 budget period: 275 days (1 Apr – 31 Dec) → $12,000 × 275/365 = $9,041.10
- 2026 budget period: 90 days (1 Jan – 31 Mar) → $12,000 × 90/365 = $2,958.90
The total across all periods always equals the original invoice amount.
Viewing pro-rated amounts
Expense to Schedule
The Expense to Schedule screen displays Service Date From and Service Date To columns. Pro-rated line items show an asterisk (*) next to the invoiced amount. A legend appears at the top right of the screen (to the left of the status filter) when any pro-rated items are present.
Income to Area
The Income to Area screen follows the same pattern — service date columns, asterisk on pro-rated amounts, and a legend that only appears when pro-rated items exist on the page.
Budget Reconciliation wizard
Pro-rated amounts are visible across multiple steps of the reconciliation wizard:
- Actual Expenditure (Step 1) — shows service date range columns and asterisks on both the invoice/credit amount and the allocated amount for pro-rated items.
- Tenant income (Step 3) — shows pro-rated line items with the same asterisk and legend pattern.
- Owner line items (Step 4) — same display as above.
Reports
The following reports reflect pro-rated amounts for the selected period:
- Expense Report — service date range columns and asterisk on the net amount
- Income Report — same pattern
- Budget vs Actuals Report — same pattern
Bulk expense processing
Service date ranges are also available on the Process Expense Invoice page (both for Credia-extracted invoices, and for manually created invoices), so you can enter service dates when processing multiple expense invoices at once.
Expense installments
When expense invoices are generated from expense installments, the service dates are automatically populated based on the installment schedule. You do not need to enter them manually.
Important details
- Service date ranges are optional. If you do not enter service dates, your invoices and budgets work exactly as before.
- Existing invoices created before enabling this feature are not affected.
- The pro-rating applies to budget reporting and allocation views. The original invoice amount remains unchanged in your accounting integration.
- The feature applies to both income and expense invoices, and their credit note equivalents.