Customer account credit
Account credit is prepaid balance stored on a customer's profile (not a transferable code like a gift card). It is available on all account types when Customer account credit is enabled (on by default on new workspaces). Owners can turn it off under Settings → Subscription → Modules; existing balances are kept and return when you turn it back on.
View balance and history
Open a customer in the dashboard and go to the Account credit tab. You will see the current balance and an immutable ledger: amount, balance before/after, source, who made the change, and notes.
Add or deduct credit
- Top up creates a normal invoice with a wallet deposit line. Take payment (cash, card, or EFTPOS) to activate the credit. Staff need Manage customers (and payment permissions to take payment).
- Adjust adds or deducts credit immediately. A reason is required and is stored in the ledger. Only staff with Give and adjust customer credit can use Adjust (Owners and Managers have it by default; Front desk and Staff do not unless you grant it under staff permissions).
Checkout
When you take payment on an invoice (POS or portal), Flying School applies available account credit first by default. The customer or staff can turn that off before paying the remainder by card or other methods.
Refunds
When processing a refund, choose Refund to customer account credit to add the amount back to the customer's balance instead of reversing the original card or cash payment.
Data migration
When importing customers from CSV, map Unapplied Account Credit (for example from JimmyAI exports) to create an opening ledger entry linked to the import job. Account Balance and Opening Balance columns are stored in import metadata only until sign conventions are confirmed with your migration team.
Xero and QuickBooks daily summary
Account credit follows the same liability pattern as gift cards:
- Top-up (paid wallet deposit invoice) posts to your Customer account credit liability account, not revenue. Cash or card receipts still appear in total receipts.
- Spend at checkout draws down the liability (payment method Account credit) while the service or product line posts to revenue with GST.
- Refund to account credit restores liability; it is not a cash refund.
- Staff adjustments (goodwill grants and clawbacks) post as paired lines: goodwill credit expense and customer account credit liability (no daily balancing line for those pairs).
- Migration opening balances post to liability only (opening balance, not expense). A balancing adjustment may still appear when no cash moved that day.
Map Customer account credit liability and Customer goodwill credit expense under Settings → Integrations → Xero (or QuickBooks). Liability falls back to your gift card liability account if unset. Auto-provision can create Flying School Customer Account Credit (REV-CCLIAB) and Flying School Customer Goodwill Credit (REV-CGWEXP). Daily sync is blocked if manual adjustments occurred and the expense account is not mapped. See How daily summaries work.