This article explains how to handle situations where a customer sends a payment that is for more than their current invoice balance, and how to successfully apply the remaining amount as a credit to their account.


Overview

If an invoice is for $200.00, but a customer sends a check for $250.00, the individual Invoice Payment screen will not allow you to enter an amount higher than the invoice total.


To process the full amount correctly, you must bypass the invoice screen and record the payment directly on the main Customer Profile by clicking the + Add credit button. The system will automatically use a portion of the payment to satisfy the active invoice and leave the leftover amount on their account as a credit for future use.


Step-by-Step Guide to Recording an Overpayment

Follow these steps to ensure the full payment is logged and the customer gets their proper credit:


Step 1: Navigate to the Customer Profile

  1. Do not open the specific invoice to log the payment. Instead, search for the customer using the global search bar or navigate to your Customer List.
  2. Click on the customer’s name to open their Customer Profile screen.


Step 2: Add the Full Payment Amount as a Credit

  1. In the Actions section on their profile click the + Add credit button.
  2. Select Check as the payment method.
  3. In the amount field, enter the entire total of the check (e.g., 250.00).
  4. Enter the check number for your tracking records, then click Submit to save.


How the System Handles the Funds Automatically

Once you add the full payment on the customer level, Spraye's billing logic takes over:

  • Invoice Paid: The system looks at the customer's oldest active or due invoice and applies the necessary amount to change its status to Paid once the invoice has a status of Sent/Active.
  • Credit Created: The leftover, remaining balance will remain on the customer's account as a Credit balance.
  • Future Application: The next time this customer is billed or has a scheduled service generated, the system will automatically draw from this remaining credit balance, once the invoice has a status of Sent/Active, before asking the customer for additional payment. 


Pro-Tip for Office Staff

If you want to keep clean auditing notes for your bookkeeper, use the Memo or Internal Notes field on the customer payment screen to type a quick note, such as: "Customer overpaid Check #1234 by $50.001; remaining balance applied as account credit." This makes it incredibly easy to review the transaction history down the road!