What the company balance is charged for
This is your company's balance with RentProg, not a client's balance. The fee for using the system is charged from it according to your subscription plan.
Tip
A client's balance is something else and lives separately.
How charges are calculated
For subscription plans with daily billing per vehicle, the daily charge = number of billable vehicles × price per vehicle per day.
Active vehicles count. If a minimum billing period after activation applies, a deactivated vehicle also counts until that period ends. Archived and demo vehicles are not counted.
The minimum billing period after activation is 30 days. When this rule applies, the vehicle card shows the date until which it is billed. Deactivating it before that date does not stop charges until the period ends.
Important
If the subscription plan has a minimum daily charge, it applies while at least one vehicle is billable. If the calculated amount is below the minimum, the minimum is charged. With no billable vehicles, the fleet charge is zero.
On this subscription plan, deactivating vehicles that are not rented out helps manage costs, subject to the minimum billing period. As long as a vehicle is active, you pay for it every day, even if it sits idle.
On a fixed subscription plan, the set amount is charged if there is at least one active vehicle that is neither archived nor a demo. The subscription plan sets the billing period: daily, monthly, or yearly. Monthly and yearly charges follow the payment date. With no billable vehicles, the charge is zero on a fixed subscription plan too.
There is no system usage charge on a free subscription plan or during an active trial.
Warnings before suspension
For subscription plans with daily fleet billing, if the company does not pay by invoice, the system checks the balance after each charge. For a positive balance, it selects a warning for one of three ranges: less than one daily payment, from one to less than three, or from three to less than five. A negative balance within the allowed limit triggers an exhausted-balance warning. These emails are not sent when the balance is exactly zero.
The check runs daily. These are not four one-time emails sent on fixed days.
Low-balance warnings go to both the branch’s valid bookings email address and its owner’s valid address. If they match, one email is sent for that branch.
The warning title depends on the situation: “Balance running low”, “Auto-payment is not connected”, “Trial period is ending”, or “Subscription payment issue”. “Action required” appears when action is needed, and “Access limited” when access is restricted. Banners are visible to users with the “Branch manager” and “Main Administrator” roles. The button offers the relevant action: “Top up balance”, “Set up autopay” (if available), “Confirm payment”, subscription management, or “Connect subscription”. A manual block requires contacting support; payment does not remove it.
When the company is suspended
Important
Suspension usually happens when the balance goes below the subscription plan's allowed negative balance. If additional restrictions apply under the subscription plan or because of repeated suspensions without auto-payment, access may be blocked at any negative balance.
On suspension:
- the company and all its branches are switched to an inactive state;
- an email about the suspension of service goes to the branch's valid bookings email address, or to the owner's valid address if the branch's address is missing or invalid;
- a WhatsApp message is possible only if the debt remains and reaches the notification threshold, message sending is configured, and there is an active user with the “Main Administrator” role and a valid phone number.
To remove a block caused by the balance, top up to zero or above. Restrictions under the subscription plan may also require you to enable an available auto-payment option. A top-up alone does not guarantee that all restrictions will be removed — check the reason shown on screen.
Paying by invoice is a separate case
When paying by invoice through Paddle or Stripe without auto-payment, a negative balance does not switch the company and its branches to an inactive state. However, a balance below the allowed threshold may block access and booking creation even before the invoice is overdue.
Auto-payment
With auto-payment connected, the balance tops itself up when it drops to the threshold you set. Auto-payment does not cancel the warning emails: they depend on the balance after the charge and the subscription plan’s terms.
What the balance page shows
| Data | Why |
|---|---|
| Current balance | How much is left |
| Monthly price and minimum charge | For fleet billing — the price per vehicle and minimum charge; on a fixed subscription plan — the fixed monthly price |
| Number of active vehicles | What the payment is made up of |
| Transaction history | Where the money went |
Tip
For fleet billing, estimate costs by multiplying the price per vehicle by the number of billable vehicles. Account for the minimum daily charge and any minimum billing period. On a fixed subscription plan, the price is not multiplied by the number of vehicles.
Topping up
The balance is topped up on the balance page: you enter the amount and choose a payment method.
Important
A top-up has a minimum amount — it is shown in the form. A payment below it will not go through.
Why the minimum amount is higher when the balance is negative
If the balance is negative, the minimum top-up = base minimum + the amount owed, rounded up to a whole currency unit. After payment, the debt is cleared. The remaining balance is at least the base minimum and may be slightly higher because of rounding.
The base minimum is also rounded up to a whole currency unit. It is the largest of three:
- the minimum top-up under your subscription plan;
- €15 for subscription plans in euros;
- the fee for three days under the subscription plan, including after repeated suspensions.
After repeated suspensions, the seven-day reserve applies only when calculating the minimum auto-payment amount. The minimum manual top-up still uses a three-day reserve.
How to top up the balance
- Open the company balance page.
- Enter an amount no less than the minimum — it is shown in the form.
- Choose a payment method and pay.
How to reduce the daily charge
These steps apply to subscription plans billed per vehicle.
- Open the fleet and find the vehicles that are no longer rented out — not those that are simply free today, but those retired from rental.
- Deactivate them.
- Check the number of active vehicles on the balance page. If a minimum billing period after activation applies, a deactivated vehicle may still count until that period ends.
The minimum daily charge applies while at least one vehicle is billable. With no billable vehicles, the fleet charge is zero.