It's possible for a customer to start on a Pay-As-You-Go program, complete a few services, and then decide to send in a check to prepay for the rest of the year.


When this happens, you have two options for handling the transition in your system. Below, we break down both methods so you can choose the best fit for your workflow.


Option 1: The Quick Credit Method (Fastest)

With this method, you leave the customer on their existing Pay-As-You-Go program but apply a credit and update their service pricing.


Step-by-Step Workflow:

  1. Apply the check: Post a payment to the customer's account for the full amount of the check, creating a positive account credit.

  2. Apply the discount: Edit the remaining jobs on the Pay-As-You-Go program to reflect your standard prepayment discount rate.


  • Pros: Very quick, straightforward, and requires minimal administrative steps.

  • Cons: The customer technically remains on a "Pay-As-You-Go" status. If your technicians pre-print invoices to leave behind at the door, these invoices will not print as "Paid" ahead of time. They will only reflect the payment after the service is marked complete in the system.


Option 2: Transition to a Prepay Program (Recommended)

This is the cleanest administrative method. It officially converts the user into a prepay customer, which ensures all future paperwork, routing, and invoicing flow correctly.


Step-by-Step Workflow:

Part A: Update the Programs & Invoices

  1. Switch the Program: Assign the customer to the Prepay version of their service program. This will automatically generate a new prepay invoice for the full year.

  2. Remove Completed Work: Edit the newly generated prepay invoice and delete the service(s) that have already been completed and paid for under the old program.

  3. Apply Discounts: Add your prepayment discount to both invoices (the original Pay-As-You-Go invoice for the completed work, and the new prepay invoice for the remaining work).

  4. Apply the Check: Post the check payment to the account as a credit to settle the balances. You can now safely send the updated invoices to the customer or mark them as sent.

Part B: Clean Up the Schedule (Crucial)

To ensure the customer isn't double-billed or double-scheduled, you must clean up the old data:

  1. Remove Old Program: Remove the customer from the original Pay-As-You-Go program. Removing the program will also remove the services. 

  2. Clear the Unscheduled Queue: Navigate to your Unscheduled Services screen. Find the service(s) that were already completed, and delete them from the new Prepay program so they do not get scheduled again.


  • Pros: Formally tracks the customer as a prepay account. All future invoices will print correctly as "Paid" for field technicians to leave at the property.

  • Cons: Requires more administrative steps upfront to clean up the scheduling queue.


Summary: Which should you choose?

  • If you do not print and leave physical invoices on-site, Option 1 will save you time. If you do leave printed invoices behind, Option 2 is highly recommended to prevent customer confusion at the door.