Record a Credit or Cash on Account

Modified on Mon, 06 Feb 2023 at 07:34 PM

There are a few ways to record payments: payment in full, partial payment and, if there is no invoice to pay,create a credit on account.


Tip: Payments for cash, check and other direct payments are added manually. Stripe Payments are added automatically and cannot be edited. If a payment is received and there is no invoice to pay/allocate it to, a credit on the account is created.


This example shows how to add a manual payment for a check. 
Client Janine Barnett received a quote for services. Before being sent an invoice, she paid by check.
  • Her payment is added as an Unallocated Payment" or "cash on account."
  • Unallocated payments can cause the client balance to be in credit.
  • Unallocated payments are automatically allocated to invoices when they are subsequently created, but you may need to edit these allocations manually.

How Do I Add a Cash on Account Payment?

Navigation: Clients > Payments & Refunds > Payments


Step 1

  • Click "Add New Payment."
Add a credit to a client account in pet sitting software

Step 2

  • Enter the information as follows:
    • Date: Enter the date the payment was received.
    • Amount: Enter the payment amount of $75.
    • Enter Payment method: Such as cash, check or bank transfer.
    • Details: Leave "Payment Received" or edit as needed, such as to add a Check number.
Note: Since there are no outstanding invoices to apply this payment to, it will be held as a credit on the account (cash on account) until the next invoice is created.


Add a credit to a client account in pet sitter software

Step 3

  • To send an email receipt, toggle "Email Client" ON.
  • Select the "Receipt" Email Template from the drop-down, edit "Subject" and content if needed.
  • Click "Add This Payment."
Note: The merge code ${PAYMENT_RECEIVED} inserts the payment amount ($75) into the email.


Send a receipt email for a credit payment in pet sitting software

Step 4

  • The payment is added to the Payments list.
  • The payment is "Unallocated" because there are no outstanding invoices it can be applied to.
  • The client's account is now in credit by $75.
  • If the client changes their mind about the services and would like a refund, click "Create Refund" to add a refund to the client's account to document that you returned the client's payment.

Add a credit to a client account in cat sitting software

Step 5

Navigation: Clients > select a Client > Orders & Invoices
  • When Janine's invoice is created, the "cash on account" (credit) is automatically allocated to the invoice.
  • The invoice shows as "Paid" in green.
  • The account balance outstanding is automatically adjusted and the balance is $0.
Add a credit to a client account in pet sitting software

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