Internal Use Only

Agreement Settlement Calculator

12-Month Agreement and Annual Prepay: cancellations and prepay frequency changes

Signing date — date they signed the agreement, not the deep clean or first visit. Only decides whether the 3x cap applies

Recurring rate at signing — per visit, never the current rate

Deep clean price — original BK invoice, before any code

Paid at the deep clean — $0 unless over the cap

Unpaid service charges — visits already done but not yet charged. Usually $0. Never the rest of the term

Other fees due — late cancel or lockout fees not yet charged

What was waived

Cap applies?

Maximum waiver

Rule says we should have waived

Setup fee actually waived (invoice)

Check

Amount due at cancellation

The invoice decides what was waived. We recover what we actually gave away: deep clean price minus what the customer paid at the deep clean, both from the original BookingKoala booking. The 3x cap and the grandfather rule are a cross-check, not the answer. A customer signed before 2026-09-22 who still paid part of the deep clean owes only what was waived.

No refunds on a 12-Month Agreement. Completed visits were paid as they happened. Charge the card on file in BookingKoala as a one-off charge after the customer has the written breakdown. Do not edit the original deep clean booking or remove its discount code.

Breakdown for the note and the email

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Rate per visit at signing — standard rate on the agreement

Frequency

Deep clean price — original BK invoice, never capped on prepay

Completed visits — recurring visits only, from the first regular clean. The deep clean is never counted here

Skips counted as used — skipped and not rescheduled, from the notes

Unpaid extras or fees — billed separately, not yet charged

Calculation

Visits in the term

Standard annual price

15% discount received clawback

Prepaid amount, before processing fee

Processing fee paid (1.5%), not refunded

Visits used (completed + skips)

Visits used at the standard rate

Waived deep clean, uncapped

Unpaid extras or fees

Result

Contract wording cross-check (same number)

Unused visits at the standard rate

minus discount clawback

minus waived deep clean

minus unpaid extras

= Net

Refund through the original payment, never BookingKoala. GoHighLevel invoice for prepays sold since June 2026, Stripe directly for earlier ones. A negative result means the customer owes us; charge the card on file. Send the breakdown first.

Breakdown for the note and the email

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Sales runs this oneDelivery moves the schedule and hands off. A prepay frequency change closes the current annual, settles completed visits at the standard rate, and credits the balance to a new annual. New agreement, new invoice.

Current rate per visit — standard rate on the current agreement

Current frequency

Visits used so far — completed recurring visits + skips counted as used. Not the deep clean

New rate per visit — standard rate at the new frequency

New frequency

Close the current annual

Prepaid on the current annual, before fee

Visits used at the standard rate

Credit carried to the new annual

Open the new annual

Visits in the new term

New annual at standard rate

New annual after 15% discount

1.5% processing fee on the new annual

New annual total

Credit applied

Due now

No deep clean clawback and no discount clawback. The customer is staying; only the term resets. The deep clean waiver carries over. The new annual runs 12 months from the effective date. Send the new Annual Prepay agreement and a new Plan C invoice for the amount due.

Breakdown for the note and the email

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Rules: Agreement Cancellation and Settlement SOP, Agreement Change Requests SOP (eloise-sops / Ask Eloise). 3x cap applies to 12-Month agreements signed on or after 2026-09-22; earlier signers are grandfathered. Annual Prepay is never capped. Processing fee is not refunded. No part of a settlement can be waived without owner approval.