When prepayments live outside the CRM, the team loses its single balance
A client may leave money in advance for their next membership, a future purchase, or debt repayment. If that prepayment exists only in a comment, spreadsheet, or shift chat, staff must manually verify the amount, its purpose, and earlier charges. The risk grows across a club network: one location accepted the funds, while another has to establish whether the balance is available and whether it has already been used.
The client deposit in Inf CRM turns that prepayment into a separate controlled balance. It belongs to a specific client profile, appears beside other financial indicators, and is used only when an employee explicitly chooses an amount during payment.
The feature now covers the complete operating cycle: top-ups, membership and product payments, debt repayment, split payments, automatic restoration of the deposit portion after a sale is cancelled, and a history of every movement with the resulting balance.
A top-up updates both the deposit and the cashbox of the club that accepted the money
An administrator opens the client profile, selects the deposit top-up action, verifies the club accepting the funds, and enters an amount and required note. Before confirmation, Inf CRM displays three control values: the current deposit, the balance after the top-up, and the exact amount that will be added to the cashbox.
After confirmation, the system performs the linked operation: it increases the client's deposit, adds the funds actually received to the selected club's cashbox, and creates entries in both the deposit and cash histories. The note records the purpose, such as a prepayment for the next membership or a receipt number.
The top-up itself is not a sale and should not appear a second time as membership or product revenue. It represents real funds received in advance; the club applies those funds to a particular purchase only when the client later uses the deposit.
How deposit payments appear in the cashbox
A top-up places the money in the cashbox of the club that accepted it. When the client later uses the deposit for a purchase, the deposit portion is charged from their balance, while only a new additional payment, if any, enters the selling club's cashbox.
For example, if products cost 600.00, 400.00 is charged to the deposit, and the client pays 200.00 during the sale, the deposit decreases by 400.00 while the cashbox increases by 200.00. The sale record still shows the full 600.00 paid amount and its payment-method breakdown.
The finance history keeps the top-up and the later use of the deposit as separate related operations. Staff can therefore reconcile actual cashbox receipts with the client's current balance and the purchases where that balance was used.
One balance works across every club that can access the client profile
The deposit belongs to a specific client profile, not to one location. When the same profile is available to several clubs in a network, each can see the shared current balance and a history that identifies the club where every operation took place. Club A can accept a top-up, while Club B can use the available balance during a sale.
Access is not global by phone number or name. Two separate profiles with different identifiers have separate deposits even if they represent the same person. If a club loses access to a client profile, it immediately loses access to the deposit as well; the account and its history are not deleted.
In the current version, a shared balance does not create automatic transfers between club cashboxes. Club A's cashbox increases when Club A accepts the money. Using the deposit in Club B does not add that amount to Club B's cashbox or create inter-club compensation. Networks should account for this rule in their internal reconciliation.
Use the deposit for memberships, products, or debt repayment
During a membership payment, Inf CRM shows the available deposit and a separate field for the amount to charge. An employee can use the entire required amount or only part of it. There is no automatic charge: the deposit is applied only after an amount is explicitly entered, keeping the decision under staff control.
The same principle applies to one or several products and to debt repayment. A deposit can be combined with a cash portion, bonuses, and other methods available in the specific payment workflow. A client must be selected for a product payment that uses a deposit, because every charge has to belong to that client's account.
Standard purchase bonuses are calculated using both the cash and deposit portions because the deposit consists of real money paid earlier. The top-up itself does not earn bonuses; otherwise the same funds could be rewarded twice.
The history shows every top-up, charge, and resulting balance
The finance tab includes a dedicated deposit indicator and operation filter. Every movement shows its date, club, operation type, signed amount, resulting balance, administrator, and note. This lets the team explain not only the current figure but also exactly how it was formed.
The history is not silently rewritten. When a sale is cancelled, the deposit portion used in that sale is restored automatically through a separate compensating operation. The original charge remains in the ledger, so a review shows both the reason for the change and the refund result.
An incorrect top-up is also reversed through a new operation rather than by deleting the original record. Under the current rules, an authorized administrator from the club that accepted the funds can reverse it on the day of the top-up, provided the deposit and that club's cashbox still contain enough money for a valid reversal.
Permissions and server-side checks protect financial operations
Top-ups and incorrect-top-up reversals are available to administrators and super administrators with access to the cashbox, clients, and selected club. An employee may use a deposit during a sale only when they already have permission to perform that payment. Financial actions therefore stay hidden from roles that do not need them.
Before every operation, the system checks the club's access to the client profile and reloads the current balance. A deposit cannot become negative, and a charge cannot exceed either the available balance or the amount still due. If two payments attempt to use the final funds at the same time, only a valid charge can succeed.
Repeating the same request must not change the deposit or cashbox twice. Top-ups, sales, cancellations, and their related records are processed consistently, preventing a balance update without its cash movement or a sale without the corresponding deposit entry.
A practical front-desk workflow and the limits of the current version
The working sequence is short and clear: find the correct client profile; verify the club accepting the money; enter the amount and note; review the resulting balance and cashbox change; confirm the top-up; explicitly enter the deposit portion during a later purchase; then check the remaining balance and history entry.
A club network should separately agree who may top up and reverse deposits, how prepayments are reconciled between locations, and how staff identify the shared client profile. One policy across all shifts is especially important because the deposit is available in multiple clubs but does not automatically move money between their cashboxes.
The current version does not include cash withdrawal as a separate process, transfers between clients, expiration or forfeiture, a credit limit, multiple currencies, acquiring-based top-ups, or automatic inter-club settlement. Its purpose is more focused: safely accept a prepayment, use it in the main client payment workflows, and retain a transparent financial trail.
