Membership Recurring Events and Renewal Dates Don't Line Up

ServiceTitan Certified Administrator
ServiceTitan Certified Administrator

Our members bill annually and auto-renew. We offer 2 recurring services per membership year, seasonally (March and September). I want to avoid giving away free services if a renewal falls directly after a service is scheduled.

For example: Memberships include 1 furnace service and 1 plumbing inspection per year. 

George signed up Nov 2022. He received his first furnace service that day. His membership will auto renew Nov 2023. We schedule members in for their furnace services in September. His plumbing service is scheduled for March 2023. 

If George cancels his membership in Oct 2023, he will have received 3 visits (Nov 2022, Mar 2023, Sept 2023). Do I have to simply trust that our clients will not cancel their memberships after receiving more than they've paid for?


Curious if anyone else has run into this and what the work-around/best practise workflow is.


ServiceTitan Certified Administrator
ServiceTitan Certified Administrator

The way we do it may not be the "best" but our memberships auto renew as well but all renewal "billing" dates are either set to spring 2/1 or fall 9/1 depending on when they sign up, and visits are seasonal on 4/1 & 10/1. So if the  customer signs up in November of 2022 we set their renewal date to 9/1/23 that way it bills before they are due for their next service and moving forward they will bill every September. Same concept goes for the spring, if they sign up in May of 2022 they will renew on 2/1/23 then every February 1st moving forward. We manually adjust that date along with the recurring visits start date on every new membership. We try to leave the word annual out of our verbiage and use seasonal that way when they get their 1st renewal bill a couple months before the "year" is up they understand why. 

Hope that helps! 

Randi Thompson
Bill Joplin's Air Conditioning & Heating

ServiceTitan Certified Provider
ServiceTitan Certified Provider

Hi @alphapaige. Great question, let's see if one of our Membership experts @RandiThompson can weigh in and share some best practices on Membership Recurring Events and Renewal Dates.