Use advanced billing tools when the client will not pay one invoice in one transaction. Keep every adjustment attached to the original client and financial history so balances remain understandable.
Configure a payment plan
Add a payment plan when an invoice balance should be collected in scheduled installments. Review the installment amounts and dates before sending the invoice.
The installment schedule should add up to the intended invoice total. If the agreement changes, reconcile the plan rather than creating an unrelated second schedule.
Record a split or partial payment
A partial payment reduces the balance without closing the entire invoice. Confirm the amount, date, method, and destination invoice before recording it.
After saving, verify that the outstanding amount and payment history reflect the transaction. Do not mark the invoice Paid while a balance remains unless an approved credit or adjustment resolves it.
Create and apply a credit note
Use a credit note for a formal credit against invoiced value. Record why the credit exists, then apply it to the intended invoice or balance according to the approved billing decision.
A credit note is preferable to deleting a paid or issued invoice because it preserves the original charge and the later correction.
Choose a retainer type
Workspace369 supports retainer structures for different agreements:
| Type | Use it for |
|---|---|
| Prepaid | Money paid ahead of future work |
| Hours | A bank of service hours consumed over time |
| Fixed | A defined recurring or fixed-value arrangement |
Retainers can track deposits, usage, and the remaining balance. Auto-invoicing can be configured for a retainer when the agreement calls for recurring billing.
Manage a retainer lifecycle
Create the retainer with the correct client, structure, billing cycle, value or hours, and start date. Review it before activation.
An active retainer can be paused or resumed as the relationship changes. Use deposits and adjustments for balance changes instead of editing historical transactions. Cancel or expire the retainer when it should no longer accept usage.
Keep the client balance understandable
After applying a payment, credit, or retainer value, verify:
- The transaction belongs to the right client.
- The intended invoice or retainer was updated.
- The outstanding balance is correct.
- The activity history explains the change.
- The client-facing record matches the agreement.
Return to Create, send, and track an invoice for the standard invoice workflow.
Limit finance permissions to teammates responsible for creating, approving, collecting, reconciling, or reporting on billing.