How We Apply Credits

Credit notes (also called Reconciliation Credits) are applied to your invoices in different ways depending on your payment method. Credits can only be applied to invoices that are issued to and from the same legal entity and in the same currency as the credit note. If a credit cannot be applied, contact us to request a refund.

Managing automatic credit application

If you pay by automated direct debit, Remote automatically applies your available credit notes to invoices before payment is collected. Credit application is managed by Remote, you cannot turn this off or manage it yourself in your account settings. If you prefer not to have credits applied automatically, contact us via live messaging and our team will apply your credits manually instead.

Automatic credit application, by default

• Available credits apply automatically before payment is scheduled
• To opt out of automatic application, reach out to us via live messaging and our team will then apply your credits manually going forward.

What you need to know

• Credits apply before payment is scheduled, not after
• Your invoice PDF always shows the full amount due; this is expected
• The credit is applied at payment collection, reducing the amount actually charged
  • Example: an invoice for 1,000 USD with a 200 USD credit available shows 1,000 USD on the PDF, but only 800 USD is collected

If you're paying by direct debit or credit/debit card

Automated direct debit

Credits apply automatically by default:

• Credit created before the invoice: applies automatically to that invoice
• Credit created after the invoice: applies to your next billing cycle, unless you request manual application before the deadline shown in your invoice details
• You can turn off automatic application in Settings → Billing & Payments (see above); once off, contact us via live messaging to apply credits manually, no deadline applies

Manual direct debit (ACH, SEPA, BACS)

We can apply credits at any time, there is no deadline. Contact via live messaging to request credit application.

Credit or debit card

Credits cannot be applied in advance because card payments are collected immediately. Contact via live messaging before your payment is due, and we will apply the credit before charging your card.

If you're paying by bank transfer

1. Go to Remote invoices on the platform to check your available credit
2. Subtract your available credit amount from your outstanding amount and pay the remaining balance
   • Example: if your invoice is 10,000 EUR and you have a 2,000 EUR credit note, transfer 8,000 EUR
3. If the credit fully covers your invoice, email us to confirm that you will not be making a payment, so we can mark the invoice as paid with the credit

We recommend telling us the credit note amount you're deducting so we can allocate it correctly during the cash application process.

Payment reference reminder

When making your bank transfer, include the following details so we can match your payment correctly:

• Customer name
• Invoice number
• Credit note number

Invoice types excluded from automatic application

Credits are not automatically applied to the following invoice types:

• COR and EOR Reserve invoices
• COR Prepaid Funds invoices
• PEO Payroll invoices
• Invoices in a different currency than the credit note
• Invoices from a different Remote billing entity (with rare exceptions)

When one of these invoice types is involved, the credit remains on your account and is automatically applied to the next eligible invoice once it is issued.

Credit note eligibility requirements

A credit note can only be applied when all three criteria match:

• Same Remote billing entity
• Same customer legal entity
• Same currency

Exception: we only permit applying credit notes across different Remote billing entities when the credit note includes the memo "usage for CA employee during [year]".

If any of these do not match, the credit cannot be applied.

Important notes about invoice PDFs

• The invoice PDF will not reflect any applied credit
• Once a credit is applied, you will see the updated balance in your Remote account, but the invoice PDF itself will not change

FAQs

• If I turn off automatic application, how do I apply credits? Contact via live messaging with the credit note number(s) and invoice(s); our team will apply them manually.
• Can I apply credits to past invoices? 
  No, credits apply to current and future invoices only.
• I have a credit card saved. Will credits apply automatically? 
  No, automatic application only works with automated direct debit. Contact via live messaging before payment is due to arrange manual application.
• Can a credit note be split across multiple invoices? 
  Yes, the system can partially apply a single credit note across multiple invoices as needed.