Credits and refunds

Use a customer's credit notes and advance payments on their invoices, or pay the money back.

Where credit comes from

A customer has unused credit when:

• a credit note is more than what was left to pay on its invoice, for example after a downgrade or a cancellation with a credit for the unused days;
• a payment was recorded without settling invoices, for example an advance payment.

The customer's page shows it next to Unused credit, with the credit notes and payments it comes from. The subscription page shows it too.

Apply credit to invoices

• By hand: on the customer's page, click Apply to open invoices. The credit settles their open subscription invoices, oldest first.
• By itself: in Settings › Billing preferences, tick Use the customer's unused credit on new invoices. Each new subscription invoice then takes the credit before it is emailed or charged. With automatic payments, only what is left is charged.

The subscription's history shows each credit used.

Refund unused credit

When the customer wants the money back:

1. On the customer's page, click Refund next to Unused credit.
2. Enter the amount, the date, the cash or bank account it is paid from, the mode and a reference.
3. Click Record refund.

The refund is recorded in your books as a payment out to the customer, and the unused credit goes down. Pay the money to the customer from your bank or cash as usual. Admins and managers can record refunds.

A customer billed in another currency is refunded in that currency.