Help & FAQ
Everything you need to know about using ProrateCalculator.com.
The Calculators
🏠 Rent Proration Calculator
The simplest calculator on the site. Enter a monthly rent amount and a move-in date and it instantly calculates the prorated amount owed for the remainder of that month.
Best for: Quick one-off proration checks without needing deposits or fees.
📋 Move-In Worksheet
A full move-in breakdown for internal leasing staff. Enter the monthly rent, move-in dates, deposits, fees, and any credits — and the worksheet calculates the total amount due at move-in in real time as you type.
Best for: Internal use by leasing teams preparing a move-in package. Requires login to save.
📦 Business Move-In Calculator
A branded move-in calculator designed for senior living and assisted living communities. Upload your company logo, enter the resident's details, and generate a printable PDF summary to present at move-in.
Supports two separate rate fields (Basic Service Rate and Personal Service Rate) and two move-in dates (Financial and Physical), which is how most senior living billing works.
Best for: Senior living and assisted living communities that need a professional, branded move-in estimate to share with residents and families. Requires login to save.
Field Definitions
The base monthly cost of the unit or apartment. This covers housing, utilities, common areas, meals, and standard community amenities. Every resident pays this rate regardless of their individual care needs. This is prorated based on the Financial Move-In Date.
The monthly cost of personalized care services tailored to the resident's assessed needs. This may include assistance with bathing, dressing, grooming, medication management, escort services, or memory care. This rate varies per resident and can change over time as care needs evolve. This is prorated based on the Physical Move-In Date.
Any additional monthly charges not covered by the Basic or Personal Service Rate. Examples include garage or parking fees, cable or internet services, or additional meal plans. Prorated based on the Physical Move-In Date.
A one-time, non-refundable fee charged at move-in. It covers administrative processing, community amenity setup, and onboarding costs. Not prorated — the full amount is included in the move-in total.
A one-time fee charged at move-in for residents who bring a pet into the community. Not prorated — the full amount is added to the move-in total.
Any move-in concessions, promotional discounts, or incentives offered to the resident or their family. This amount is subtracted from the total due at move-in.
Any payments already collected from the resident prior to move-in, such as a deposit paid at the time of signing the lease or service agreement. This amount is subtracted from the total due at move-in.
The date from which the Basic Service Rate (rent) begins being charged. The prorated rent for the first month is calculated from this date to the end of the month. This may be earlier than the Physical Move-In Date if a resident is reserving the unit before moving in.
The date the resident physically moves into the community. The Personal Service Rate and Other Recurring Charges are prorated from this date. If the same as the Financial Move-In Date, both sections are prorated identically.
Frequently Asked Questions
How is proration calculated?
Proration uses the actual number of days in the move-in month. The daily rate is calculated as: Monthly Rate ÷ Days in Month. That daily rate is then multiplied by the number of days remaining in the month from the move-in date (inclusive). For example, moving in on July 15th in a 31-day month means 17 days are charged.
When is next month's fee due at move-in?
If the Financial Move-In Date is after the 15th of the month, next month's full Basic Service Rate is automatically added to the move-in total. This is because the prorated amount for the remainder of the month is small, and collecting next month's fee upfront ensures a full month's payment is on account. This is a standard practice in senior living billing.
What happens when the Financial and Physical Move-In Dates are different?
When the dates fall in different months, the Basic Service Rate is prorated from the Financial Move-In Date, and the Personal Service Rate and Other Recurring Charges are prorated separately from the Physical Move-In Date. The results panel will show each section labeled with its respective month so the breakdown is clear.
How do I save a worksheet?
You must be logged in to save worksheets. Once logged in, fill out the calculator and click the green Save button. Your worksheet will be stored under Workspace → Saved Worksheets where you can view or delete it at any time.