Vendors sometimes give money back: a credit memo for a missed KPI, a discount on the account, or a refund on an overcharge. Recording these as credits keeps spend in line with what the property actually pays.
A credit can reach you in two ways:
- A credit line on an invoice, such as a $200 KPI credit on an $800 maintenance invoice. Enter it on the invoice as a line item with a negative amount. The invoice total is the net amount billed, so nothing else is needed.
- A separate credit document, such as a credit memo or a discount letter. Record it as a credit, as described below.
Add a credit
You can add a credit three ways:
- Add manually: choose Credit and fill in the form.
- Upload & tag: tag the page as Credit. Tag any extra pages as Supporting Data.
- AI pipeline: credit memos are recognized on upload. In document review, check that Kind is set to Credit before you approve.
Enter the amount as a positive number, even if the document prints it as negative.
Credits are never reviewed. You can’t approve, reject, partially approve or dispute a credit, and a credit can’t be turned into an invoice or proposal. If a credit was entered wrong, delete it and add it again.
Choose what the credit applies to
Applies to is either the whole account or an invoice on the property:
- An invoice: the credit reduces that invoice, and takes its type. Only approved or partially approved invoices can receive a credit. For example, a credit against a repair invoice lowers repair spend.
- Whole account: the credit isn’t tied to one invoice, like a discount across the account. It counts as a maintenance discount. If it covers several properties, add one credit per property.
A credit lowers spend as soon as it’s saved.
Check it isn’t already counted
Before you save, check the amount hasn’t already been taken off, for example in your review of the invoice. If it has, tick Keep on file only. The credit stays on record but doesn’t count toward spend.
If the invoice you pick was partially approved, LiftAI warns you that review already reduced it. For example, an $800 invoice partially approved at $600, followed by a $200 credit memo for the same thing. Counting the memo would show $400 of spend when the real spend is $600, so keep it on file only.
Where credits show up
- Spendings, the property Spendings tab and the elevator Spendings tab have a Credits view. An elevator’s credits are the ones applied to invoices for that elevator. On the Spendings page, the Vendor credits total is the sum of credits that lower spend.
- Credit amounts show as deductions, and the Status column shows Invoice credit, Account credit or On file only · already deducted. A credit kept on file isn’t shown as a deduction and isn’t counted in any total.
- A credit’s page shows what it applies to next to the amount. An invoice’s page shows a Credits card under its decision, with each credit and the net amount after the credits that count.
- Credits count on their own date, so reports you already sent don’t change.
