It is almost guaranteed that throughout the Client's time with WorkMotion, they will receive a credit note. Credit notes can be issued for multiple reasons:
A correction was made
The deposit was credited after a talent was offboarded
The Settlement Invoice resulted in a credit note (overcharged in PFI)
It is essential that clients understand how to manage a credit note correctly once they have received it.
What should we ask the client to do?
When a client has an outstanding credit note, please guide them based on these three scenarios:
Deduct at Payment: Ask the client to include the credit note in their bank payment total and list both the Invoice # and Credit Note # in the payment reference.
Email Confirmation: If they are paying separately, ask them to send a quick email specifying exactly which invoice(s) the credit note should be applied to billing@workmotion.com. This will be picked up by our Dunning team and actioned on accordingly.
SEPA Direct Debit: For clients on SEPA, let them know no action is needed. Credits are always automatically deducted from future invoices before we request the payment from their bank.
How can clients see their unapplied credit notes?
Unapplied (i.e. open) credit notes can be viewed in the WorkMotion Platform under the "invoices" section. The status will be reflected as "open".
Fully applied credit notes can also be viewed in the WorkMotion Platform under the "invoices" section. The status will be reflected as "fully allocated". It is important that the client does not use "fully allocated" credit notes to close out other open invoices, as the credit has already been utilised.