Knowledgebase

When customers prepay for services based on an estimate, you may need to process their payment immediately while ensuring the service remains on your schedule and avoiding duplicate billing upon completion.

Depending on your billing preference, choose one of the two methods below to record prepayments correctly.

Option 1: Apply Payment as an Account Credit (Pay as You Go Services)

Use this method if the job is set up as a standard pay as you go service where the invoice is generated automatically after work is completed.

1. Record the Payment: Apply the customer’s payment directly to their account as a Credit.
2. Keep the Schedule Intact: Leave the scheduled service on the calendar as a standard pay as you go job.
   
3. Automatic Settlement: When the service is marked complete, the system will generate the invoice and automatically apply the account credit to pay the Invoice immediately.

• Result: The service stays on the schedule, the customer receives credit for their payment, and the final invoice is paid off automatically at completion.
  

Option 2: Swap the Service to Prepay

Use this method if you need an actual invoice generated immediately at the time of payment.

1. Update the Service Line: Swap the standard pay as you go service on the customer's account for the Prepay version of that same service.
2. Generate and Pay Invoice: Generating this service change will immediately create the invoice, allowing you to apply the customer’s payment directly to it.
   
3. Complete the Work: Place the Prepay job on the schedule. When the service is completed, the system will issue a Service Completion Notice instead of a new invoice.

• Result: An invoice is created immediately for payment processing, and no duplicate invoice will be generated when the job is completed.
  

Summary Comparison