The customer's money balance provides an easy way to record the customer's prepayments, over- and underpayments, refunds, or specific charges and automatically apply them towards their next invoice.

Manage customer's money balance

Administrators can view and manage the customer's money balance in the customer's profile > Billing page.

There are two ways to make adjustments to the customer's money balance.

1. Automatic increase by issuing a credit note

If you issue a credit note for an invoice that already has an applied balance, and the total credit amount (credit note amount + previously applied balance) becomes greater than the invoice's total, the difference is automatically added to the customer's "Money balance" to be applied to their next invoice.

2. Manual adjustments by administrator

Administrators can also manually adjust the customer's balance to add or deduct funds.

Navigate to the customer's profile > Billing page.
Next to the "Money balance", click the + button to add money or the - button to deduct money.
Enter the "Amount" to be added or deducted.
Type a reason in the "Description" field. This helps your administrator team to track and recognize this adjustment later.

Money balance can be positive or negative.

Balance	Positive (>0)	Negative (<0)
Meaning	The customer has a credit with you.	The customer owes you money.
Use when	A customer makes a prepayment or accidentally overpays an invoice (e.g., via bank transfer). You need to apply a refund or discount to the customer's next invoice for canceled services or service issues.	A customer underpays an invoice. You need to apply a penalty or a specific charge to the customer's next invoice.
Impact on next invoice	Decreases the amount due on their next invoice.	Increases the amount due on their next invoice.

Customers don't receive notifications about adjustments made to their balance.

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 the subsequent invoices.

Applied balances on invoices do not currently sync to QuickBooks and Xero. To ensure your records are accurate, please adjust these invoices manually within your QuickBooks or Xero dashboard.

Track balance adjustments

All changes to the customer's money balance are recorded in the "Adjustments" section, located below the balance on the customer's Billing page.

Automatic increases with credit notes
Manual adjustments by administrators
Automatic application of the balance to invoices.

How customers view their money balance

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

FAQs

When is it best to use the money balance, and when a credit note?

It's best to issue a credit note when you need to reduce an already issued yet unpaid invoice.
The money balance is ideal to record a credit or debt to apply to the customer's next invoice(s).

View and manage customer billing

Understand refunds

Edit a draft invoice

Manage upcoming invoice

Edit invoices with credit notes