Credits
Understand credit memos — money owed back to renters from refunds, overpayments, and adjustments.
What are credits?
Credits are the opposite of invoices — they represent money you owe back to a renter. They show up as credit memos on the renter’s account and can be applied to future invoices, refunded to a card, or paid out manually.
How credits are created
| Origin | What happened |
|---|---|
| Checkout balance | Renter vacated mid-billing cycle and had prepaid rent remaining |
| Overpayment | Renter paid more than the invoice amount |
| Manual credit | You issued a credit for a dispute, courtesy, or correction |
| Refund fallback | A card refund failed, so the amount became an account credit |
The Credits page
To get here: Go to Billing → click the Credits tab.
Summary bar
| Metric | What it means |
|---|---|
| Open credits | Number of credit memos with money still available |
| Total credit balance | Total amount owed back to renters |
A high credit balance may mean you have refunds to process or credits to apply.
Finding credits
Search by credit memo number (e.g., “CM-000005”), renter name, source invoice, or description.
Filter by status:
- Open — Full amount still available (default view)
- Partially settled — Some used, some remaining
- Settled — Fully applied or paid out
Credit cards (the display, not payment cards)
Each credit memo is displayed as a card showing:
- Credit memo number and status badge
- Renter info — name, business, and ID
- Source invoice — what generated this credit
- Financial breakdown:
| Field | Meaning |
|---|---|
| Credit | Original amount issued |
| Available | What’s still unused (shown in green) |
| Applied | Amount used to offset invoices |
| Settled | Amount paid out to the renter |
Credit statuses
| Status | Meaning |
|---|---|
| Open | Full credit available — nothing applied or settled yet |
| Partially Settled | Some used, some remaining |
| Settled | Fully resolved — nothing left |
Settlement indicators
Each credit shows how it can be resolved:
| Indicator | Meaning |
|---|---|
| ”Cleared balance” | Fully used — no action needed |
| ”Card refund eligible” | Can be refunded to the renter’s card |
| ”Manual settlement required” | Needs to be paid out via cash/check |
Manual settlement is required when the original card is expired, the refund window has passed, or the credit came from a non-card payment.
Taking action on credits
Refund to card: Open the credit memo → click Refund to Card (only if eligible).
Apply to an invoice: Credits are auto-applied to future invoices for the same renter. You can also manually apply from the invoice detail page.
Manual payout: Open the credit memo → click Manual Payout → record how you paid the renter.
Exporting
Click Export CSV to download a spreadsheet of all credits matching your current filters. Useful for accounting reconciliation and liability tracking.
This page vs. Renter Credits
| Billing → Credits | Renter Profile → Credits |
|---|---|
| All credits facility-wide | Credits for one specific renter |
| Good for total liability view | Good for managing one renter’s refunds |
| Useful for accounting exports | Useful for individual settlement |
Common questions
Why can’t I refund this to a card? Card refunds require: the original payment was by card, the card is still valid, and the refund is within Stripe’s time limit (typically 180 days).
How do I create a credit manually? Go to the invoice you want to credit → click Issue Credit → enter the amount and reason.
Do credits expire? No. Credits stay open until you actively apply or pay them out.
What does “Partially Settled” mean? Part of the credit has been used (applied to an invoice or partially refunded) but some balance remains.
What to read next
| I want to… | Read this |
|---|---|
| See all invoices | Invoices |
| See facility deposits | Deposits |
| View a renter’s full history | Renter Ledger |
| Take action on an invoice | Invoice Details & Actions |