How to Manage Rates and Miscellaneous Charges

Use Rate and Pricing to manage billing setup in RentWorks+. This area includes miscellaneous charges and coverages, time and mileage rates, rate rules, fuel pricing, rate seasons, and promo codes.

Open Rate and Pricing

1. From the left menu, select Rate and Pricing.

   
   

    

Manage miscellaneous charges and coverages

1. Select Miscellaneous Charges & Coverages. This page lists the charge code, description, type, status, location, product, class, and available actions for each charge. To create a new charge, click Add Charge.

   
   

2. In the Add Miscellaneous Charge window, complete the required fields marked with an asterisk, including Code, Description, and Type. Then choose how the charge should calculate, enter the amount or pricing details, and select the applicable Locations, Products, and Classes as needed.

   Click Create Charge when the charge setup is complete.

   

3. To update an existing charge, find it in the list and click the edit icon. This example opens the Additional Driver (AD) charge.

   

4. On the General tab, review the main charge setup. This includes whether the charge is active, where it appears, how it calculates, the pricing grid, applicable locations, products, and classes, and the effective date range.

   
   

5. Open the Taxable tab to review tax-related settings. Use this tab to apply limits and set applicable tax amounts. If the Non-Exemptable option is enabled, the charge will apply even when the customer or company has a tax-exempt status.
   

   

6. Open the Exemptions tab to review any situations where the charge should not apply. This can include day limits, location exemptions, rental reason exemptions, and tax code exemptions.

   

7. Open the History tab to review previous changes to the charge. When your updates are complete, click Save Changes.

   

Manage time and mileage rates

1. Select Time & Mileage Rates. Use this page to add a new rate or update an existing rate. To create a rate, click Add Rate. To update a rate, click the edit icon for the rate you want to change.

   

2. In the rate window, complete the required fields marked with an asterisk, including Code, Description, and Rate Rule. Review the scope fields, such as Location, Product, and Vehicle Class, so the rate is available in the correct rental situations.

   

3. On the Rate Details tab, review or update the detailed pricing lines for the rate. Use Add Line if another time or mileage row is needed, then click Update Rate when the pricing setup is complete.

   
   

4. Use the History tab to review previous changes to the rate. If you made updates, click Update Rate to save them.

   

Manage rate rules

1. Select Rate Rules. Rate rules define how rates are calculated and when they can be used. To update an existing rule, find the rule in the list and click the edit icon.

   

2. On the General tab, review the main calculation and restriction settings for the rule. This includes the calculation method, mileage calculation method, booking restrictions, departure and return restrictions, and requirement checkboxes such as whether insurance or prepayment is required.

   

3. Open the Keep Params tab to review the timing rules for the rate. This tab includes settings such as minimum and maximum days, time windows, grace minutes, free minutes, valid pickup days, valid return days, and valid drop-off days.

   

4. Open the Inc. Charges tab to review charges included with the rate rule. Use the search field to find charges that should be included, then save your changes when finished.

   

5. Open the History tab to review previous changes to the rate rule. When your updates are complete, click Save Changes.

   

Manage location fuel pricing

1. Select Location Fuel Pricing. This page manages local fuel prices and fuel adjustment settings by location and fuel type. You can edit an existing pricing rule or click Add Pricing Rule to create a new one.

   

2. To update an existing fuel pricing rule, click the edit icon. Review the Location, Fuel Type, Local Price, refueling markup, prepaid fuel discount, and change history, then click Update.

   

3. To create a new fuel pricing rule, click Add Pricing Rule. The rule can be added for a specific location and fuel type.

   

4. In the Add Pricing Rule window, select the Location and Fuel Type, then enter the Local Price (per unit). If needed, configure the Refueling (Markup) and Prepaid Fuel (Discount) settings. Click Create when the rule is complete.

   

Manage rate seasons

1. Select Rate Seasons. Use rate seasons to define date-based pricing periods, such as regular rates, summer rates, winter rates, holidays, or other seasonal pricing windows.

   

2. Click Add Season to create a new season. Enter the required Code and Description, add the date range, and choose whether the date range repeats each year. Click Create Season when finished.

   

Manage promo codes

1. Select Promo Codes. Use promo codes to manage discounts or promotional pricing that can be applied to eligible rentals.

   

2. To update an existing promo code, find it in the list and click the edit icon. Review the targeting and scope settings, product and vehicle class settings, discount configuration, percentage or amount, and any minimum or maximum limits. When your updates are complete, click Save Changes.