Client Payments: Client Credits

Client credits help you manage prepaid balances for clients, including sessions bought in advance, prepayments, or adjustments, and apply them to future invoices.

You can add a client credit by navigating to Clients > [Client Name] > View > Billing > Settings. Click the $ icon under Credits and enter the amount of credit you'd like to apply.

Once a credit is on the client's account, it will automatically be applied toward the next client payment due. The system will adjust the remaining credit balance accordingly after the payment is processed.

Common Reasons a Credit May be Applied

Insurance Overpayment or Copay Adjustment

When a client’s copay is initially collected and later found to be higher than what insurance reimburses, the overpaid difference is automatically applied as a credit to the client’s account. The system also adjusts the corresponding bill to reflect this change.

Manual Adjustments (Fee Waivers, Discounts, or Billing Resolutions)

A credit can be manually applied to a client’s Billing > Settings page for reasons such as courtesy adjustments, fee waivers, or to resolve billing issues.

Canceled or No-Show Sessions

If a client is charged for a session that is later canceled or marked as a no-show, you may choose to convert the payment into a credit instead of issuing a refund.

Pre-paying for Services

If a client pre-pays for services, you can use client credits to ensure the credit is applied toward the next payment due.

Frequently Asked Questions (FAQ)

How do I view where a client's credits came from?

If the credit was not added manually, it likely originated from a bill. When on the bill page, hover over the small “i” icon in the row that shows the payment (e.g. Credit Card, Cash, etc.). This action will display:

The original payment amount captured.
The portion applied to the client's credit (e.g., after insurance paid).

How do I refund a credit amount to a client's credit card?

In the original bill that collected the payment, on the same credit card payment line:

Click the "..." menu > Refund.
In the pop-up, under "How much do you want to refund?", select Custom Amount, then enter the amount you want to refund.
This amount will be returned to the client’s card from the original payment.

If a client credit is used on a bill, but I want to retain it for future use instead, what should I do?

To return a credit to the client’s account for future use:

Click the "..." menu > Refund on the Client Credit/Discount payment line.
This will remove the credit from the bill, and it will return to the client’s account as an available credit.

What happens if I select "Remove" instead of "Refund" for a payment made using credit?

Choosing ‘Remove’ in the payment row within the Services table will permanently delete the credit from both the bill and the client’s account. It will no longer be available for future use or refund.

However, you can manually re-add the credit under the client’s Billing > Settings.

How do I avoid client credits from automatically applying when creating or adding a client payment to a bill?

When creating a bill, ensure the box next to "Available Credit" is not selected.
When adding a client payment that is set to Payment Type: Client Credit/Discount, ensure the box next to "Deduct from credit balance?" is not selected.