Overview

Credit Hold is a financial control mechanism used to temporarily stop a customer from receiving new service due to outstanding payments or exceeding their credit limit. This helps businesses manage credit risk and ensure timely payment before continuing further transactions.

Credit Limit Settings

To set up a credit limit amount for a customer:

Navigate to the Customer Card and click on the Billing Details tab. 

The credit hold settings are visible at the bottom.

Credit amount

• Total amount of unpaid invoices allowed for this customer. When this amount is met, the profile is marked with the “Credit Hold” tag.

Threshold

• Acts as a “buffer” that allows a Customer to go above the credit limit and still be able to create invoices. The default value is 100%. 
• This can also be used with values below 100% to hold invoices before the customer gets to their limit. 
• Example 1:
  • Credit limit is set to 5000
  • Threshold is set to 90%
  • In this situation, the user’s actual credit limit will be 4500
  • User will never get flagged with credit hold, because the user will never actually go over 5000
• Example 2:
  • Credit limit is set to 5000
  • Threshold is set to 120%
  • In this situation, the user’s actual credit limit will be 6000
  • Once the user has invoices totalling over 5000, they will be marked with a credit hold tag

Credit hold setting -

• Off - there is no credit limit for this customer 
• On - there is a credit limit, we only prevent invoices from being created
• Automatic - has 4 additional options: 
  • Prevent invoices
    • Prevents invoices from being created when the customer is on credit hold
  • Prevent orders
    • Prevents new orders from being created when the customer is on credit hold
  • Prevent release
    • Prevents orders from being released to the customer (changed from ‘In Service’ to ‘With Customer’) when the customer is on credit hold
  • Flag Profile
    • Adds a generic flag when the customer is on credit hold
    • This can be used to trigger automations and build credit hold into your main repair workflows.
    • Example: when a customer profile goes onto credit hold, the Order could be moved into a certain queue and status automatically. 

Invoice prevention

If Credit Hold is On or Automatic (with the Prevent Invoices option enabled):

When an employee attempts to create a new invoice for a customer on Credit Hold, an error message will appear, and the invoice will not be created. An order note is also added when invoice creation fails due to a credit limit.

Order prevention

If Credit Hold is Automatic (with the Prevent Orders option enabled):

When an employee attempts to create a new Order or add the customer to an Order while they are on Credit Hold, an error message will appear.

Release prevention

If Credit Hold is Automatic (with the Prevent Release option enabled):

Once the customer is marked as on “Credit hold”, Fixably will prevent marking the order as “Ready” and also advise not to dispatch the shipment.

Flag Profile

If Credit Hold is Automatic (with the Prevent Release option enabled), tags appear in several places in your workflow:

Macros

Order Lists

Order View

Customer Card

90% warning

When a customer has reached 90% of their credit limit, we show a special warning label in order view.

Email notification to invoicing

If a customer has reached their credit limit and has been marked on “Credit hold”:

• Fixably notify the email listed in System Settings > Email Settings > Basic Settings > Email Lists > Invoicing
• If no email is specified, no notification is sent.