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Manage customer money balances to record prepayments, overpayments, or refunds to their next invoice. The customer’s money balance provides an easy way to record the customer’s prepayments, overpayments, underpayments, refunds, or specific charges and automatically apply them toward their next invoice.

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Manage customer’s money balance

Administrators can view and manage the customer’s money balance in the customer’s profile.
There are two ways to make adjustments to the customer’s money balance.

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Automatic increase by issuing a credit note

  • If you issue a credit note on an invoice with Paid status and choose Customer balance in the Add credit option property, the credit amount will automatically be added to the customer’s money balance and applied to their next invoice.
  • If you issue a credit note for an invoice that already has an applied balance, and the total credit amount becomes greater than the invoice total, the difference is automatically added to the customer’s Money balance and applied to their next invoice.

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Manual adjustments by administrator

Administrators can also manually adjust the customer’s balance to add or deduct funds.
  1. Navigate to the customer’s profile.
  2. Next to Money balance, click Adjust balance and select the adjustment type.
  3. Enter the Amount to be added or deducted.
  4. Type a reason in the Internal note field. This helps your administrator team track and recognize the adjustment later.
The money balance can be positive or negative.
Customers don’t receive notifications about adjustments made to their balance.

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How money balance works

When the customer’s next invoice is issued, the money balance is automatically applied to its total post-tax amount due. It is reflected on the invoice as Applied balance.
If the money balance is higher than the invoice total, the invoice will be fully covered, and the remaining balance will roll over to cover subsequent invoices.
Applied balances on invoices do not currently sync to QuickBooks Online or Xero. To ensure your records are accurate, adjust these invoices manually within your QuickBooks Online or Xero dashboard.

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Track balance adjustments

All changes to the customer’s money balance are recorded on the Adjustments page. To locate it, press the (…) menu button and select View adjustments.
The adjustments history includes:
  • Automatic increases with credit notes
  • Manual adjustments by administrators
  • Automatic application of the balance to invoices

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How customers view their money balance

  1. Customers go to the Membership page in the member web portal or mobile app.
  2. In the personal or company section, open the Billing page.
  3. Check Money balance.

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FAQs

  • It’s best to issue a credit note when you need to reduce an already issued invoice.
  • The money balance is ideal for recording a credit or debit that should be applied to the customer’s next invoice or invoices.