Adding credit to a client’s balance lets you record prepaid amounts, adjustments, or support credits that can be applied to future invoices. This helps you keep billing accurate, flexible, and transparent for both you and your clients.
To do this:
Go to the Client section in Carepatron.
Choose a client.
Click on their Billing tab.
Click the +Credit Adjustment option.
Select the Adjustment type in the dropdown menu.
Then add the Amount and the Reason.
Finally, select Create.
Issuing credit from an overpayment
If a client has overpaid on a booking, the overpaid amount can be issued as credit for use on future invoices. To accomplish this:
Update the services on the appointment. This may include replacing services entirely or just adjusting the price if that’s all that’s needed.
Save and review the client's individual billing details.
If the overall service price has decreased, a negative uninvoiced amount will be shown.
Click Create Invoice to create a credit invoice.
Review the invoice and the service adjustments.
Click Apply credit and mark the invoice as ‘paid.’
Pro-tip:
If you don’t want to issue credit invoices, adjustments can remain as uninvoiced amounts and then be added to future invoices.
Issuing credit for a lump sum payment or payments made in advance
If a client wishes to pre-pay for a number of services, you can issue a credit invoice to keep tidy records. This currently requires 2 invoices to set up, then one invoice every time a client comes in to "redeem" a service:
First, make the official invoice. On the day your client pays the lump sum, make an invoice for how much they paid.
For example, if you charge $100 per session and the client wants to pay for 5 sessions, issue an invoice for the service, and then edit the invoiced service quantity to 5, totaling $500. You can then either mark this as paid (if they paid in cash or via bank transfer) or charge it to the client's card.
Next, make the credit invoice. Create another invoice, it can be on the same appointment date. Put the same service and quantity. But this time, edit the amount to be negative.
In this example, the amount will be "-$500".
The last is the redemption invoice. Basically, whenever the client comes in to "redeem" their prepaid services, create a new invoice, but this time, tick the "Apply credit" checkbox at the bottom of the invoice.
In this example, the last invoice will be $100 for the service, but it uses the issued credit.
It may happen on the same day too, so in that case, you may have 3 invoices in one day. Then, every time they come in for a session, you can just make a new appointment and invoice for it, and tick the "Apply credit" checkbox again.
Our team will be able to answer any other questions you may have. Just reply via messenger through the Help channel in your workspace.