The Fees & Charges page is where you configure all one-time or recurring fees your facility charges on top of rent: administration fees, monthly management fees, protection or insurance plans, prepaid cleaning fees, lock cuts, and any other service billed optionally or mandatorily. This page is separate from late fees, which are automatic and configured elsewhere.
Who this article is for
Creating, editing, and deleting fees requires the Owner or Manager role. Viewing is available to all roles. If the Add fee button is missing, ask an Owner on your team.
Before you configure a fee
Decide in advance: the name shown to the customer, the cadence (One-time or Monthly), the charge mode (Always charged or Customer's choice), the amount in dollars, whether the fee is taxable in your jurisdiction, and whether the fee should be enabled right away.
View existing fees
Step 1.
From the left menu, click Fees & Charges. The old shortcuts to Administration fees and Protection plans now redirect to this same page: both fee types are managed together.
Step 2.
The page shows a table with the name, cadence, mode, amount, whether the fee is taxable, and its status (Active or Inactive).
Administration fees and protection plans already configured for the facility.
Create a fee
Step 1.
Click Add fee in the top right.
Step 2.
The Create fee dialog opens. Choose the Cadence: One-time (charged once, typically at move-in) or Monthly (recurring every billing cycle).
Step 3.
Choose the Charge mode: Always charged (mandatory for every customer, no opt-out) or Customer's choice (optional, presented as an option at checkout or when creating a manual rental).
The Create fee dialog.
Step 4.
Fill in the Name (required, e.g. Administration fee or Protection plan), an optional customer-facing Description, the Amount in dollars, and the Order it shows in the options list if the fee is optional.
Step 5.
Check Taxable to apply your facility's taxes, and Enabled to make the fee available immediately.
Step 6.
Click Create fee to save, or Cancel.
Edit an existing fee
Step 1.
Click the edit icon on the fee's row. The same dialog opens, pre-filled.
Step 2.
Update the fields you need and save.
Editing a fee does not retroactively change active rentals that already applied it — the change only applies to new rentals.
Delete a fee
Step 1.
Click the delete icon on the fee's row, then confirm.
The fee is removed from the selection list for new rentals. Deleting it does not remove the fee from invoices already issued or from active rentals that recorded it.
Common templates
Administration fee
Cadence One-time, mode Always charged (mandatory at signing), amount e.g. $14.95, taxable yes (typically).
Management fee
Cadence Monthly, mode Always charged, amount e.g. $15/month, taxable yes (typically).
Protection plan (contents insurance)
Cadence Monthly, mode Customer's choice (optional), amount varies by coverage (e.g. $8/month for $2,000 of coverage, $12/month for $5,000, $18/month for $10,000). Protection plans are sometimes exempt from tax due to their insurance status: check with your accountant before checking Taxable. Detailed instructions for coverage tiers are in the Protection plans article.
Lock cut, cleaning fee
Cadence One-time, mode Customer's choice or applied via an ad-hoc manual invoice, amount per your policy, taxable yes (typically).
A fee on an invoice
An Always charged fee shows as a separate line on the first invoice (One-time) or on every rent invoice (Monthly), with its own quantity, unit price, and tax.
An administration fee billed on an existing rental's invoice.
Fees & Charges vs late fees
Fee type | Configured where | How it applies |
Admin / Protection / Other | Fees & Charges | Manual; at creation or via invoice. |
Late fees | Settings > Late fees | Daily on unpaid invoices; see Late fees. |
What happens automatically
When you create an Always charged + One-time fee, every new customer will see it added to their first invoice. When you create an Always charged + Monthly fee, every new customer will see it on every rent invoice. When you create a Customer's choice fee, it appears as an option at checkout and when creating a manual rental: the customer or the operator must select it explicitly for it to apply. Changes do not retroactively affect existing rentals. If Taxable is checked, the facility's configured taxes (see the Taxes article) apply automatically.
Statuses and important fields
Item | Meaning |
One-time | Charged once (typically when the rental is created). |
Monthly | Charged on every rent cycle. |
Always charged | Every customer pays this fee, with no opt-out. |
Customer's choice | Chosen at checkout, or set by you manually. |
Order | Position in the list of options shown to the customer. |
Taxable | If checked, the facility's taxes are added to the fee. |
Enabled | If unchecked, the fee no longer appears for new rentals. |
Common issues
A fee doesn't show up at storefront checkout.
What to check: is the fee Enabled and is its mode Customer's choice? What is its Order value?
What to do: edit the fee to check Enabled and Customer's choice, then reload the storefront.
A customer paid a fee that shouldn't have applied.
What to check: is the fee's charge mode Always charged?
What to do: switch the fee to Customer's choice for future customers. For the affected customer, issue a manual refund from the invoice record.
Taxes aren't applying to a fee.
What to check: is Taxable checked on the fee? Does the facility have taxes configured?
What to do: check the box on the fee and verify your taxes under Settings > Taxes. See the Taxes article.
I changed a fee's amount, but existing rentals didn't change.
That's expected: fees aren't applied retroactively.
What to do: to apply a change to an existing customer, create an ad-hoc manual invoice. See the Manual invoices article.
I deleted a fee, but it still appears on older invoices.
That's expected: deleting a fee doesn't erase history. No action needed, historical invoices are preserved as issued.
Frequently asked questions
How do I add a $14.95 administration fee that applies to all new customers? Click Add fee, choose Cadence One-time, Mode Always charged, enter the amount, and check Taxable per your jurisdiction.
How do I add an optional protection plan customers can choose at checkout? Click Add fee, choose Cadence Monthly, Mode Customer's choice, enter a name (e.g. "Protection plan $5000"), the monthly amount, and the customer-facing description. See the Protection plans article for coverage tiers.
What's the difference between Always charged and Customer's choice? Always charged means every customer pays this fee with no opt-out. Customer's choice means the fee appears as an option at checkout or on a manual rental, and the customer (or you) must select it explicitly.
Why doesn't a fee show up at storefront checkout? Check that the fee is Enabled and its mode is Customer's choice. Always charged fees aren't shown as an option since they're applied automatically.
How do I remove a fee from an invoice already issued? You can't. Deleting a fee only removes it from new rentals. To adjust an existing invoice, issue a refund or create a manual credit invoice.