Introduction
An extra, an insurance or a mileage package is normally charged for the whole booking. You can also charge it for only some of the days: a child seat for the first weekend, a second-driver insurance for the three days a colleague drives, extra kilometres for the week of a long trip. A booking has three pickers, headed Other (extras), Insurance and Mileage Packages. Each has a Charge period column that reads Full booking period or the chosen dates. The pencil beside it opens a small pop-up headed Charge period.
You will use it when:
- a customer wants an extra for a few days in the middle of a long rental
- a picked-up customer rings to add an extra from today, and should not pay for the days already gone
- an extension comes in and you want to know which extras grow with it and which do not
- a manager wants to correct the dates of an extra after the fact
Every way to set a charge period
| Route | Who | What you get |
|---|---|---|
| The pencil in the Charge period column of a picker | Anyone who can change the booking | Full booking period or Specific days |
| Overrides on the booking, then the pencil on the extra's row | Company administrators | The same, plus Charge to booking end and the price fields |
| The Financial setting Charge new extras from today on picked-up bookings | Company administrators, once for the company | New extras on a picked-up booking start today |
Use the picker for everyday changes at the desk; use Overrides when the price itself also has to change.
How to use
Configuration
One company-wide switch decides what happens when an extra is added to a booking that is already out.
- From the main menu open Admin, then Settings, then click the Financial tile. The screen is headed Financial settings.
- Set Charge new extras from today on picked-up bookings to Yes or No.
- Click Save.
| Setting | Default | What it does |
|---|---|---|
| Charge new extras from today on picked-up bookings | No | Yes: an extra, insurance or mileage package added to a picked-up booking starts today and is priced for the days that are left. No: it is charged for the whole booking, including days already gone |
The switch changes only extras added after it is turned on; extras already on a booking keep their period. The rest of the screen is on Set your company's financial defaults.
Before you start: the booking needs a vehicle group, because the pickers list the extras, insurances and packages set up for that group — see Offer an add-on and add it to a booking. Overrides opens for company administrators only.
Using the charge period
Open the booking. On the Booking details screen, go to the Overview tab and click Insurance, Mileage package or Accessories under Options. On the classic screen, click Insurances, Mileage packages or Optionals (see Find your way around the Booking details screen).
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In the picker, tick the extra (is selected or Selected?) and, for extras, set the Quantity.
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Click the pencil in the Charge period column. The Charge period pop-up opens, with the extra's name at the top.
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Under Charge for, choose:
Option Use it when What happens Full booking period (default) The customer has it for the whole rental It follows the booking's pick-up and return, also when the booking is extended Specific days Only part of the rental First day and Last day appear; it is charged for those days only -
For Specific days, fill in First day and Last day. Both must fall within the booking.
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Click Save in the pop-up. Cancel puts the row back as it was.
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Click Save at the top of the picker. Only this writes the choice to the booking and recalculates the price; Close leaves without saving anything.
When it worked, the Charge period column shows the dates (for example 06-11-2026 – 08-11-2026) and the booking's total has changed.
Changing the dates afterwards, with the price (company administrators). Open the booking's Overrides (More → Overrides on Booking details). Under Insurance, Mileage Packages or Other options, click the pencil on the row. On the edit screen:
| Field | Default | What it does |
|---|---|---|
| Full period | Yes | No shows the date fields below |
| Start date | The booking's pick-up | First day charged; must fall within the booking |
| Charge to booking end | Yes with a full period | Yes: charged until the booking ends, and follows an extension. No shows End date |
| End date | The booking's return | Last day charged; not before the start date |
Click Save; the booking is recalculated straight away. On the insurance and mileage screens the same fields are written in small letters (full period, start date, charge to booking end, end date). The rows' dates are hidden columns in the Overrides grids: switch on start date, end date and full period (on the Insurance grid: fullPeriod) with the grid's column control to see them.
Key details
How the days are counted. An extra with specific days is charged from its first day until the end of its last day, never before the pick-up or after the return. A per-day price is multiplied by those days; a price per rental stays one price. A maximum price set on the extra still caps the total.
For example: a booking runs from Monday 3 November 09:00 to Thursday 13 November 09:00, ten days. A child seat costs €5.00 per day.
| Charge period | Days | Child seat costs |
|---|---|---|
| Full booking period | 10 | €50.00 |
| Specific days, 6 to 8 November | 3 | €15.00 |
| Added on Thursday 6 November at 11:00 with Charge new extras from today on picked-up bookings on | 7 (three whole days have passed) | €35.00 |
What a change of booking dates does to an extra:
| The booking is | Full booking period | Specific days | Charge to booking end (Overrides) |
|---|---|---|---|
| Extended | Grows with it | Stays on its own dates | Grows with it |
| Shortened | Shrinks with it | Cut back to the new return | Shrinks with it |
| Moved to other dates | Moves with it | Kept inside the booking: a day before the new pick-up moves up to it | Follows the new return |
So a child seat booked for "the last three days" does not move along when the customer extends: check its dates after every extension — see Change a booking's dates.
A copy keeps each extra's days; the recurring planner does not. Duplicate booking and the copy icon take every charge period over as it was. Bookings made by the recurring planner charge every extra for their full period; set the specific days again on those.
What to do next: check the booking total, then send the customer the updated confirmation if the price changed — Reconfirm new data on the booking.
Q&A
Why did the price not change after I saved the pop-up? The pop-up only sets the row in the picker. Click Save at the top of the picker to write it to the booking and recalculate. Closing the picker with Close loses the change.
Why does the pop-up refuse my dates? Each date has its own message:
| Message | Fix |
|---|---|
| Choose the first day to charge. / Choose the last day to charge. | Fill in both dates |
| The first day must fall within the booking. / The last day must fall within the booking. | Pick days between the booking's pick-up and return |
| The last day cannot be before the first day. | Swap or correct the dates |
On the Overrides edit screen the messages are Start date is empty or outside the booking period and End date is empty or before the start date.
Why did an extra not grow when the booking was extended? It has Specific days, which stay fixed. Open the picker, click the pencil and choose Full booking period, or move the Last day. On Overrides, Charge to booking end set to Yes does the same.
Why is a customer charged for days that have already passed when I add an extra mid-rental? Charge new extras from today on picked-up bookings is No for your company, so the extra is charged for the whole booking. Set Specific days from today in the pop-up, or ask your company administrator to switch the setting on (see Configuration).
Why does the setting not work on a booking that has not been picked up yet? It only applies to picked-up bookings, between pick-up and return. Before pick-up, use Specific days.
Why can I not find Overrides? It is for company administrators only. Ask your company administrator to change the dates there, or use the picker pencil yourself.
Related pages:
- Offer an add-on and add it to a booking, to set up extras
- Set up the insurance a customer can choose and Sell extra kilometres to a customer, for the other two kinds
- Adjust the price on a booking, for the rest of Overrides
- Invoice a booking, for how part-period extras are spread over period invoices