Managing Credit and Auto Scheduled Invoices

Jayme Cousins's Avatar

Jayme Cousins

20 Oct, 2014 09:09 PM

Hi there,

I'm having an ongoing issue that I'm constantly tripping over. Here's the scenario:
1- Issue a Deposit Invoice for an upcoming project.
2 - Get paid for the the Deposit. Now the account has a credit in favour of that client.
3 - Time passes.
4 - An Scheduled Invoice gets issued for an auto-renewing service fee and is automatically sent out to the client.
5 - The invoice is automatically marked as paid if the Scheduled Invoice total is less than the current credit for that client.
6 - Net result: if I catch it, I need to back out the payment and re-issue the Scheduled Invoice by hand (with an apology and explanation). Or it just goes out and I lose the value of the Scheduled Invoice.

Is there any suggestion you can offer to help keep this from happening? I do want to maintain the automatic creation and sending of scheduled invoices.

Many thanks,
6 - The client gets

  1. Support Staff 1 Posted by Seth B on 20 Oct, 2014 09:20 PM

    Seth B's Avatar

    Hi Jayme, thanks for taking the time to explain your process.

    Right now there's no preference/configuration to turn off the application
    of existing credits to scheduled invoices. If you intend to work this way
    there are a couple of options.

    1 - Accept that the outstanding credit will be applied & explain to your
    clients their running bill was applied to the scheduled fee.

    2 - Turn off auto-send for schedules so you can adjust before they get sent
    out. If you don't have ongoing projects for clients you could still have
    those auto-send, while just turning off the auto-send for clients you're
    working on projects for.

    I know that's not ideal for your case, but the system in place seems to
    work pretty well for the majority of our customers currently. I'm not
    likely to change that behavior anytime soon.

    Hope that explains things properly,

    — Seth

  2. 2 Posted by Jayme Cousins on 21 Oct, 2014 05:21 PM

    Jayme Cousins's Avatar

    Hi Seth,


    Thanks for taking the time to clarify this. I was hoping that I’d just missed a setting or similar.


    Given that I’ll not be able to set a flag to interrupt the auto-payment behaviour, I think Option 2 is going to have to be the way. The first is just not going to work with project-based accounting as my bookkeepers and I structure things. It’s a shame as the automatic sending of repeated invoices is part of what brought me to Cashboard in the first place.


    Should you ever decide to offer a control setting to turn off the auto-payment of new invoices using money received for other reasons, I’ll be the first one to applaud loudly.


    Many thanks,


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