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Credits and Transfers
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Credits represent money the client has on account that can be applied toward future invoices. Credits are created manually (deposits, promotions, referrals) or automatically when a client overpays an invoice. You can apply credits to open invoices, transfer them to other clients, or delete them.
Accessing credits
Open the client’s profile, go to the Billing tab, and click the Credits sub-tab. The Credit List appears showing all credits on the account.
Credit List
The table displays:
Column | Description |
|---|---|
ID | Credit ID number |
Date | When the credit was created |
Total | Original credit amount |
Balance | Remaining balance (decreases as credit is applied) |
Type | Category of credit (Deposit, Referral, Promotion, etc.) |
Source payment | Badge showing how the credit originated (e.g., “Credit Card”) |
Reference | Note about the credit origin (e.g., “overpaid on invoice #42577”) |
Applied to | Which invoice the credit was applied to |
Actions | Delete icon |
Creating a new credit
- Click Add Credit (dark button, top right of the Credit List).
- The Add Credit modal opens.
- Click Save to create, or Cancel to discard.
Fields:
Field | Required | Description |
|---|---|---|
Amount | Yes | Credit amount |
Type | Yes | Dropdown with options: Client, Referral, Promotion, Deposit, Refund Alerts |
Reference | No | Note explaining why this credit was created |
Credit date | No | Date the credit is effective (defaults to today) |
Note | No | Additional note on the credit |
Credit types explained
Type | When to use |
|---|---|
Client | General credit added for any client related reason |
Referral | Credit given when a client refers a new customer |
Promotion | Credit for promotional campaigns or loyalty rewards |
Deposit | Advance payment or deposit toward future services |
Refund alerts | Credit issued as part of a refund process |
Applying a credit to an invoice
- In the Credit List, click the Apply icon (checkmark) on the credit you want to use.
- Select the open invoice to apply it to.
- The credit balance decreases by the applied amount, and the invoice payment is recorded.
You can also apply credits during the payment process. In the Pay Invoice modal, toggle on Client Credit and select the credit from the Paying By dropdown. The available credits show as “Credit #25 (1000USD)” format.
Transferring a credit
- Click the Transfer icon (arrows) on the credit you want to move.
- Select the destination client.
- The credit moves from this client’s account to the other client’s account.
Transferred credits show a reference in the Credit Transfer column linking back to the original credit ID.
Automatic credits from overpayment
When a payment amount exceeds the invoice total, the excess automatically becomes a credit on the client’s account. The credit’s Reference field records “overpaid on invoice #(number)” so you can trace its origin.
What to do if something goes wrong
Credit balance shows 0 but was never applied: Check the Applied To column. It may have been applied to an invoice you are not aware of. Also check the Credit Transfer column to see if it was transferred elsewhere.
Cannot apply credit to invoice: The invoice must be in Open status. Closed invoices cannot receive credit applications.
Wrong credit type selected: Delete the credit and recreate it with the correct type. There is no edit option for existing credits.
Transfer went to wrong client: The transfer cannot be undone directly. Open the destination client’s profile, find the transferred credit, and transfer it again to the correct client.
Note: Contact the viggoVet help if any of these problems persist after following the instructions.