When a customer who has already prepaid for a seasonal program requests to add more square footage (such as adding a back lawn or expanding a treatment zone), the price per application increases.


Because the original program was already paid in full at the lower rate, the system requires a manual adjustment to account for the price difference on the remaining scheduled applications. Spraye recommends generating a single manual invoice to cleanly bill for the upgrade difference.


Step-by-Step Workflow: Billing for the Program Upgrade


To illustrate this process, we will look at an example where a customer needs their remaining applications increased from $70 to $95 each (a difference of $25 per application).


Step 1: Calculate the Outstanding Balance

Determine how many applications are left in the prepaid program.

  • Example: If there are 4 applications left to perform out of a 6-round program, you will need to bill the customer for 4 rounds of the upgrade difference ($25 x 4 = $100 total due).


Step 2: Create a Manual Invoice for the Difference

  1. Navigate to Invoices in the left-hand menu and select the Active Invoices screen.
  2. Click the New Invoice button in the top left-hand corner.
  3. Search for and select the target Customer / Property.
  4. Select the relevant Program Name from the dropdown menu to pull the associated service list into the invoice builder.


Step 3: Apply the Price Override

  1. Review the list of services attached to the program on your screen.
  2. For each remaining service that has not yet been performed, use the Price Override field to enter the difference amount (e.g., enter $25 as the override price, rather than the full $95).
  3. Review the line items. If any services in the program were already completed at the old rate before the customer expanded their lawn, click the trash can icon next to those specific line items to remove them from this adjustment invoice.
  4. Save the invoice.


Step 4: Dispatch the Invoice to the Customer

You can now email this adjustment invoice to the client. This allows you to collect a single, clean up-front payment for the remaining prepaid balance upgrade, ensuring your technicians are properly dispatched to treat the larger lawn area on all future rounds.


Important Best Practice Note


Once the manual invoice is created to capture the financial difference, remember to go into the Customer Profile and update their actual Total Yard Square Feet. Updating their profile ensures that when the program automatically renews next season, the system will accurately calculate the full $95 rate from the start.