Client Credit Limits

You can set a credit limit for each client. QuickFile warns you when an invoice or estimate would take that client over their limit.

This article shows you how to set a limit, check how much credit is left, understand the warnings, and compare limits in the client list.

Prefer to watch?

Prefer a video walkthrough? Watch our How to Set and Manage Client Credit Limits tutorial on the QuickFile Help Guides YouTube channel.

Setting a credit limit

Open the client and enter the limit in the client’s details. If the box is blank, QuickFile does not set a limit for that client.

Go to Clients and open the client.
Click Modify Client Details.
Click the Options tab.
In Credit limit (GBP), enter the limit, for example 1000.00.
Click Update Details.

QuickFile confirms the change with a message, for example: “Credit Test GBP Ltd has now been updated.”

Please note: The limit uses the client’s Default Currency. When you set the currency to USD, the box label changes to Credit limit (USD) and the limit is shown in USD.

Tip: To remove a limit, clear the Credit limit box and click Update Details. The client record then shows no remaining-credit line.

Checking the credit position

Open the client’s record. The Account Balance at a Glance panel shows how much credit is left, for example: “1,000.00 GBP remaining from the allocated 1,000.00 GBP credit limit.”

Draft invoices and estimates do not reduce the remaining credit. For example, a draft of 1,440.00 GBP leaves the remaining credit at 1,000.00 GBP.

If no limit is set, the panel does not show a remaining-credit line.

Warnings on invoices and estimates

QuickFile shows a red warning banner when an invoice or estimate would take the client over their credit limit. Saving the document does not show the warning, and the banner does not stop you from saving it.

Invoices

Create an invoice for the client, then click Save Details.
Click Preview & Send. A red banner appears above the invoice if it would take the client over their limit.

The banner shows the amount over the limit, including VAT, for example: “Sending this invoice will exceed the allocated credit limit of 1,000.00 GBP by 440.00 GBP.” It also has two links: Update this client’s credit limit and View client account balance.

Please note: The warning appears only when the invoice takes the client over the limit. An invoice for exactly the limit amount shows no banner.

Estimates

Estimates show the same kind of banner on their Preview & Send page, before you convert them. It reads, for example: “Converting this estimate will exceed the allocated credit limit of 1,000.00 GBP by 440.00 GBP.”

Open the estimate and click Preview & Send.
Click Convert estimate to invoice. A menu opens.
Click Let me tweak it first. QuickFile creates a draft invoice that you can check before you send it.

Warning: The menu also lists Auto-Send Invoice, which may send the invoice straight away. Choose Let me tweak it first to keep the invoice as a draft.

Comparing credit limits in the client list

You can show each client’s credit limit in the client list. The Credit Limit column is hidden by default.

Go to Client Management and click Search.
In Display Columns, tick Credit Limits.
Click Submit Search. The list shows the Credit Limit column.

Please note: The Credit Limits option is in the Display Columns section of the search form. It is not in Advanced settings or More Options.

Troubleshooting

I see “Please enter a valid search!” when I click [[Submit Search]].

This alert can appear when you submit a search with no search details. The list still updates and shows the Credit Limit column.

I don’t see a warning on an invoice.

The warning appears only when the invoice takes the client over their limit. Check the limit under Modify Client Details > Options. A blank limit gives no warning.