> ## Documentation Index
> Fetch the complete documentation index at: https://help.liftai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Record a vendor credit

> File credit memos and account discounts so spend reflects what the property actually pays.

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.

> [!WARNING]
>
> 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.

An invoice credit only lowers spend while its invoice does: the invoice must be approved or partially approved and not deleted. If the invoice is later rejected, reset or deleted, the credit shows **not counting** and stops lowering spend.

## 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.

## Related

* [Understand spending categories](/spending/spending-categories.md)
* [Review your maintenance and repair spending](/spending/review-spending.md)
* [Handle an adjusted invoice](/disputes/handle-adjusted-invoice.md)


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