Use this workflow when a client chooses to keep a credit on file from a paid invoice instead of receiving a refund, or when a supplier issues a credit for an already paid expense to be used toward future travel, rather than issuing a refund.

This outlines how to record the credit or supplier credit note, track it internally, and apply it later to a future trip.

For Credit Notes for Clients

Tracking on the Current File

On the original paid File:

• Create an expense with the client as the Pay To contact
• Manually mark the expense as paid
• This represents the credit amount being held

Credit Note Setup

• Create a dummy File called Credit Notes for Clients by clicking Create New Lead from the Dashboard
• Keep the File in Planned or Archived status (or use a custom “Credit Notes” stage)
• This File acts as a central tracking location

For Each Credit:

• Create an invoice under the client’s name in the Credit Notes for Clients File
• Add a payment for the credit amount with the description: “For use towards future travel”
• Optionally include details about the original trip
• Set the payment due date to 1 day before the trip start date
• • Since the File is unconfirmed and has no dates, the due date will display as TBD

Client Management

• Add a note on the client profile, and/ or create a task reminder for the credit
• Include the credit amount for easy reference
• You can also track credits by searching for the Credit Notes File on the Financials module or by searching for the client's name there

Applying the Credit

When the client rebooks:

• Move the credit invoice to the new trip File
• Mark the invoice as paid
• Update the payment description to “CREDIT NOTE APPLIED”

For Credit Notes from Suppliers

Tracking on the Current File

On the original File where the expense was paid:

• Create an invoice with the supplier as the Recipient
• Add a payment for the credited amount (e.g., “Refund of expense paid – credited towards future travel”) and manually mark it as paid
• This represents the credit amount being held

Credit Note Setup

• Create a dummy File called Credit Notes from Suppliers by clicking Create New Lead from the Dashboard
• Keep the File in Planned or Archived status (or use a custom “Credit Notes” stage)
• This File acts as a central tracking location

For Each Supplier Credit:

• Create an expense under the supplier’s name in the Credit Notes from Suppliers File
• Use the description: “CREDIT NOTE – For use towards future travel – Issued on [original File]”
• • Optionally include details about the original trip
• Set the expense due date to this week
• This ensures the expense appears in unpaid Expenses and when filtering by that supplier.

Applying the Credit

The next time you owe that supplier:

• Move the expense to the new File
• Mark the expense as paid
• Update the payment description to “CREDIT NOTE APPLIED”

Keywords: credit notes, credit memo