How do I manage renewals and incidentals for invoices? (Business Only)
Renewals and incidentals allow businesses to add charges to an existing customer engagement without creating a new invoice from scratch.
- Renewals are recurring charges for ongoing services, such as monthly staging fees.
- Incidentals are one-time charges for additional services or unexpected costs, such as damaged items, replacement furniture, or add-on services.
Both options are available for staging businesses and can be managed directly from the customer's invoice.
When to Use a Renewal
Use a renewal when you need to charge the same amount on a recurring schedule for ongoing work.
Examples include:
- Monthly staging fees
- Furniture rental extensions
- Ongoing occupancy charges
Each renewal automatically generates a new invoice based on the schedule you configure.
When to Use an Incidental
Use an incidental when an additional charge needs to be added during an active engagement.
Examples include:
- Damaged or missing items
- Furniture swap-outs
- Additional services requested after the original invoice was created
Incidentals are billed as one-time charges.
How Customers Pay
Renewal and incidental invoices automatically inherit the payment method and payment options from the original invoice.
Customers do not need to:
- Add a new payment method
- Re-authorize payment
- Complete a new application
If the original invoice was paid using Pay at Close, renewal and incidental charges will follow the same payment path and be collected from the customer's loan at closing whenever possible.
If Pay at Close is no longer available for the charge, the customer will be presented with a card payment option on the invoice page.
When a Renewal Cannot Be Collected
If a renewal or incidental charge cannot be collected, Titus sends a notification email to both the business and the customer explaining why the charge could not be processed.
Common reasons include:
- Insufficient available loan balance
- The loan is no longer active or eligible for additional charges
- The customer's card was declined
- The listing has exceeded Pay at Close eligibility requirements
- The loan is locked due to a past-due balance
When possible, the notification will identify the specific reason so you can determine the appropriate next step.
Customers can still pay eligible renewal or incidental invoices directly by card using the payment link provided in the email.
Under Contract Notifications
Businesses automatically receive an email when a property with an active renewal moves to Pending or Contingent MLS status.
The notification includes:
- Property address
- Current MLS status
- Renewal name
- Renewal amount
- Next scheduled charge date
Important: Renewal charges are not automatically paused when a property goes under contract. If you want to stop, adjust, or prorate a renewal, you must update or cancel the renewal before the next scheduled charge date.
These notifications are intended to help you review active renewals and determine whether changes should be made before the next charge is generated.
QuickBooks Integration
If your business is connected to QuickBooks, renewal and incidental charges sync automatically alongside your other Titus transactions.
If a synchronization issue occurs, Titus will automatically retry the sync process.
Frequently Asked Questions
How do I create a renewal?
Open the customer's invoice and use the Renewal/Incidental section to create a renewal. Enter the amount, select the billing schedule, and choose the first charge date.
Can I edit a renewal after it has been created?
Yes. You can edit upcoming renewal charges at any time the Project page the invoice was created for. Changes apply only to future charges and do not affect charges that have already been processed.
Does my customer need to approve each renewal?
No. The authorization provided during the original payment applies to any renewals and incidentals associated with that invoice.
What happens if a renewal payment fails?
Both you and your customer will receive an email explaining why the charge could not be processed. When available, the email will identify the specific reason, such as insufficient loan balance, an inactive loan, or a declined card, so you can take appropriate action.
Do renewals and incidentals sync to QuickBooks?
Yes. If your QuickBooks account is connected to Titus, renewal and incidental transactions will sync automatically.
Need Help?
If you have questions about renewals or incidentals, email us at support@gotitus.com.