Invoices & inventory
Credits and returns
Returns and refunds that keep your stock and your books honest.
A return isn't done when the part goes back. It's done when your stock and your books agree. Gearboxed treats a credit like any invoice: flag it, review the lines, approve. The quantities come off your inventory automatically, your unit costs stay clean for reporting, and you can staple the proof of payment, photo or PDF, right to the record.
Returns that put stock back straight
Flag it as a credit
Mark a return or refund invoice as a credit before you approve it.
Puts the stock back
Approving a credit takes those parts back out of stock, so your count drops to reality.
Matched to real parts
Credit lines attach to parts you already stock, no phantom parts created from a return.
Your costs stay honest
Quantities go negative but unit cost stays positive, so your price history and trends aren't skewed.
Proof of payment, attached
Upload the receipt
Attach a cheque photo, bank confirmation or PDF as proof against the credit.
Photo or PDF
Vouchers accept PDF and images alike, snap it on the shop floor or upload a scan.
Right on the record
The voucher lives on the invoice and opens inline, so the proof is always with the paperwork.
Clear in the queue
Its own badge
Credits show a distinct badge in the invoice list, apart from pending, processed and rejected.
Reviewed like any invoice
The same review screen handles credits, line by line, so there's nothing new to learn.
Archive when done
Move settled credits out of the active list to keep the queue focused.
How it works
- 1
Mark it a credit
Flag a return or refund invoice as a credit in the queue.
- 2
Review and approve
Check the lines, quantities show negative, and approve.
- 3
Stock and proof line up
Inventory drops to match the return, and your payment proof is attached to the record.
No more returns that never make it off the books: the shelf, your records and the paperwork all end up telling the same story.