Purpose
Whether you need to collect a deposit for an upcoming surgery or a client simply wants to leave credit on their account for future visits, Shepherd makes it easy to record, apply, or refund client credit balances.
Taking a Deposit
Navigate to the client’s profile.
Go to the Financial tab.
Select Take Payment.
Choose the appropriate Payment Type.
In the Add to Credit Balance field, enter the dollar amount for the deposit.
If the client has an Outstanding Balance or other open invoices, ensure that no invoices are selected.
Click Check Out.
The deposit amount will appear as a Credit Balance on the client’s account.
Applying a Credit Balance to an Invoice
If the client chooses to keep their credit on file, no action is needed until their next visit.
When it’s time to use the credit:
Navigate to the Active Invoice.
Select Take Payment.
Select Credit Balance as the Payment Type:
Enter the dollar amount to apply in the invoice tile.
If the client has multiple active invoices, select which one to apply the credit to.
Click Check Out.
If the credit balance does not cover the full invoice total:
Apply the full credit balance first, then
Take a second payment (cash, card, or other method) for the remaining balance.
Refunding a Credit Balance
If a client prefers not to leave funds on their account, you can refund the remaining credit.
Navigate to the client’s profile.
Go to the Financial tab.
Choose one of the following:
Select the green Credit Balance amount, or
Click More Actions → Issue Credit Balance Refund.
In the Refund Credit Balance section:
Select the Refund Method (cash, check, card, etc.) from the dropdown.
If using Shepherd Pay, toggle ON the Shepherd Pay option for all credit card refunds.
Enter the Refund Amount.
Select Refund Credit Balance.
The refunded amount will be deducted from the client’s credit balance and processed according to the refund method selected.