Sometimes a customer pays more than they owe. They pay twice, pay more than the balance, pay a deposit bigger than the job, or pay a deposit after the job was cancelled. SalesThumb flags those payments and lists them on the Overpayments page so you can decide what to do.
Where to find it
Go to Reports → Financial → Overpayments.
Only people who can issue refunds can review overpayments. By default that's the Owner and Admin roles. Anyone else sees a note asking the shop owner for the refunds permission.
What you see
The top line shows how many payments are To review and the total Extra held. Each row shows the invoice, the customer, the reason it was flagged, what they Paid, the Extra amount and the date. The page shows the newest 200.
Refund the extra
- Hover the row and click Refund the extra.
- The box that opens shows the amount and where it goes.
- Add an optional note.
- Click the Refund button, which shows the amount, to confirm.
For a card payment, the extra goes back to the customer's card. For a cash or check payment, pick how you handed it back (Cash, Check or Other). Pay the customer first: SalesThumb only records it.
Keep it as credit
Click Keep as credit when the customer wants to use the money on a later visit, or you've agreed to keep it. Nothing is refunded. The flag clears and your name is logged with the decision. Add a note if you like, such as "Customer will use it next visit".
Either way, the invoice stays paid.
Recently resolved
Decided payments move to Recently resolved below the list, marked Refunded or Kept, with who decided and when.
Related
Frequently asked questions
Q: Does refunding the extra reopen the invoice?
A: No. Whether you refund the extra or keep it as credit, the invoice stays paid.
Q: How do I refund an overpayment that was paid in cash?
A: Hand the money back first, then click Refund the extra and pick Cash, Check or Other. SalesThumb records the refund but doesn't move cash for you.
Q: Why can't I see the Overpayments page?
A: Only people who can issue refunds can review overpayments. By default that's the Owner and Admin roles.