Creating and Applying Account Credits in Limo Anywhere

What Are Account Credits in Limo Anywhere?

Account credits are funds stored on a customer account that can be used as payment toward a future reservation or invoice.

Operators commonly use account credits for:

• Customer prepayments
• Gift cards
• Loyalty or frequent rider programs
• Reservation overpayments
• Invoice overpayments
• Future ride balances
• Customer account adjustments

For example, if a client pays in advance for future rides, your team can add those funds as account credits. When that client books a reservation later, the available credit can be applied toward the trip.

This helps keep customer balances organized in Limo Anywhere and reduces the need to track credits manually outside the system.

When Should Operators Use Account Credits?

Account credits are useful any time customer funds need to stay connected to an account and be applied later.

Prepayments

A customer may want to add funds to their account before booking future rides. This can be useful for frequent travelers, corporate clients, or customers who prefer to maintain a prepaid balance.

Gift Cards or Loyalty Credits

If your company offers gift cards, customer promotions, or loyalty rewards, account credits can help track the available value on the customer’s account.

Overpayments

If a customer overpays a reservation or invoice, the remaining amount can be moved to the account as a credit and applied later.

Account Adjustments

In some cases, rather than issuing an immediate refund, an operator may choose to leave a balance on the account for future use. This should always follow your company’s billing, refund, and accounting policies.

Cleaner Account Management

For repeat clients and corporate customers, account credits create a more organized way to track available funds, payment activity, and future-use balances.

Where to Find Account Credits in Limo Anywhere

To view or manage account credits, start from the customer account.

1. Click Accounts in the navigation bar.
2. Search for and open the appropriate account.
3. Go to the Financial Data tab.
4. Click the Available Account Credits link on the right-hand side.

From this screen, you can view existing account credits and add new credits to the account.

How to Create Account Credits in Limo Anywhere

To manually create account credits:

1. Click Accounts in the navigation bar.
2. Search for and open the appropriate account.
3. Navigate to the Financial Data tab.
4. Click Available Account Credits.
5. Select the appropriate payment method.
6. Enter the amount to be applied as a credit.
7. Add notes or reference details if needed.
8. Click Submit.

Once submitted, the available credit will appear on the account and can be applied to future transactions.

How to Request Payment for Account Credits with LA Pay

If your company uses LA Pay, you can request payment directly toward account credits.

This is helpful when a customer wants to add funds to their account and you want them to complete the payment securely through a payment request.

To request payment for account credits:

1. Click Accounts in the navigation bar.
2. Search for and open the appropriate account.
3. Navigate to the Financial Data tab.
4. Click Available Account Credits.
5. Select a payment method mapped to the CCARD subtype.
6. Choose Request a Payment from the Pay With dropdown.
7. Enter the payer’s name and email address.
8. Add payment notes if needed.
9. Enter the payment amount.
10. Click Send Payment Request.

After the customer completes the payment, review the account to confirm the credit has been posted before applying it to a reservation or invoice.

How to Apply Account Credits to a Reservation

Once credits are available, they can be applied to a reservation during the payment process.

To apply account credits to a reservation:

1. Open the reservation.
2. Click the Payment icon at the top of the screen.
3. Select Credits from the Payment Method dropdown.
4. Enter the amount to apply from the available account credits.
5. Click Submit.

If a balance remains after the credit is applied, you can process an additional payment using another payment method.

Confirming the Credit Was Applied

After applying credits to a reservation, it is a good practice to confirm the payment was recorded correctly.

You can do this by reviewing the reservation payment activity and checking the customer’s available account credit balance under the Financial Data tab.

This helps your team confirm that the credit was used properly and that the remaining customer balance is accurate.

Account Credits from Reservation Overpayments

Account credits can also be created when a customer overpays a reservation.

For example, if a reservation has an outstanding balance and the payment entered is greater than the amount due, the overpaid amount can be moved to the account as a credit after the reservation is settled.

A common workflow is:

1. Open the reservation.
2. Click the Payments icon.
3. Select the appropriate payment method.
4. Enter an amount greater than the outstanding balance.
5. Click Submit.
6. Click More.
7. Click Settle.
8. Review the customer account to confirm the overpaid amount appears as an available account credit.

This helps preserve the remaining funds on the customer account so they can be applied to a future reservation or invoice.

Account Credits from Invoice Overpayments

Account credits may also be created when a customer overpays an invoice.

If an invoice payment is entered for more than the outstanding balance, the invoice can show as paid in full. After the invoice is closed, the overpaid amount can be moved to the customer account as a credit.

Once the overpayment is processed, review the customer account under the Financial Data tab and click Available Account Credits to confirm the credit appears.

Reversing or Refunding Account Credits

There may be times when you need to reverse or refund account credits.

For example, you may need to correct a credit that was entered by mistake, refund a customer, or adjust the account balance after a payment change.

To review account credit transactions:

1. Open the customer account.
2. Go to the Financial Data tab.
3. Click Available Account Credits.
4. Review the Posted Transactions section.
5. Select the transaction that needs to be reversed or refunded.
6. Follow the appropriate process based on the original payment type.

Credit card transactions and non-credit-card transactions may follow different reversal or refund steps, so confirm the original payment method before making changes.

For more detailed support instructions, visit the Limo Anywhere Knowledge Center guide on managing account credits.

Best Practices for Managing Account Credits

Account credits are most useful when your team applies them consistently. Here are a few best practices to consider.

Why Account Credits Matter for Operators

For limo, livery, black car, and ground transportation companies, customer account management is not just about collecting payment. It is also about keeping financial activity organized across reservations, invoices, repeat clients, and corporate accounts.

Account credits can help operators:

• Track customer balances more clearly
• Manage prepayments and overpayments
• Support gift card or loyalty credit workflows
• Apply funds to future reservations or invoices
• Reduce manual tracking outside the system
• Keep payment activity connected to the customer account
• Create a more organized billing experience for repeat clients

When used consistently, account credits can help your team keep customer balances cleaner and make payment workflows easier to manage.

Frequently Asked Questions About Account Credits in Limo Anywhere

Learn More About Limo Anywhere Payment Tools

Limo Anywhere helps operators manage reservations, dispatching, customer accounts, billing, and payments.

If you are interested in learning more about payment tools inside Limo Anywhere, visit the LA Pay page to explore how Limo Anywhere supports secure payment workflows.

You can also visit the Limo Anywhere Knowledge Center for additional support resources, including detailed instructions on managing account credits.

Need Help?