Administrators can add an applied balance to unpaid invoices in Spacebring. This helps record partial invoice payments or reduction on the invoice amount while allowing customers to pay only the remaining balance.
Add an applied balance to an invoice
Administrators can add an applied balance to invoices with the "Unpaid" status. To do this:
Enter the amount already paid in the "Applied Balance" field.
Check the remaining amount to be paid in the "Amount Due" below.
How an invoice with an applied balance appears
To the customer
When opening an invoice page to pay, the customer can see:
The total invoice amount is displayed in the header.
The "Applied Balance" field shows the amount already paid.
The remaining amount to be paid is on the
Paybutton.
Users can see the full invoice amount on the banner and in the Membership page preview of unpaid invoices. To view the applied balance and remaining amount due, they need to open the specific invoice.
On the invoice PDF
The invoice PDF displays:
Total
Applied balance
Amount due
To the administrator
Partially paid invoices remain listed among unpaid invoices on the Invoices page to help administrators track outstanding payments and follow up with customers if necessary.
Administrators see the full amount of the unpaid invoice next to it and can reveal the applied balance and amount due by opening the specific invoice.
In Analytics
In the "Invoices" custom report and charts, invoices with an applied balance show as unpaid until they are fully paid.
Transactions for the applied balance are not created and are not reflected in the "Transactions" custom report and Payments charts. Only transactions for the final part of the invoice payment are recorded.
How to pay the remaining amount
Customers can pay the remaining amount in two ways:
Online Payment: The customer can open the invoice in the member web portal or mobile app and pay the remaining amount online. They will only be charged for the outstanding balance, and the applied balance will be deducted from the invoice total.
External Payment: If the customer submits the remaining payment externally, the administrator can manually mark the invoice as paid externally.
Once the remaining amount is paid, the invoice status updates to "Paid".
Use Cases
Record a customer's partial payment for an invoice.
Compensate a customer for an overcharge by applying a balance to their next invoice instead of issuing a refund.
Reward customers for referrals with a credit to their next invoice.