Reconcile AI credit purchases, invoices and refunds

1. Identify the client, service and selected credit pack. Credits belong to the purchasing service, so confirm the customer is viewing that same service.
2. Locate the generated WHMCS invoice and inspect its status, currency, tax and payment transactions.
3. If it is unpaid, ask the customer to reopen the pending purchase and use Pay now through the supported payment route. Do not grant credits merely because an invoice exists.
4. If it is paid, review whether the corresponding credit grant has been recorded and whether later AI usage has already consumed some of it.
5. Check the relevant module and WHMCS logs if paid invoice processing did not complete as expected. Record the invoice and service identifiers without exposing payment credentials.

Customers may be offered WHMCS account balance, a chargeable saved card when supported, or an ordinary invoice. Every route still uses an invoice. A saved card is only usable when its gateway and payment method support the required charge.

If a card attempt fails, the invoice can remain available for payment another way. Repeatedly creating new purchases can produce several unpaid invoices, so first check whether the existing invoice can be completed. WHMCS account credit and AI credits are separate balances with different purposes.

The module tracks paid-invoice refunds and removes the purchase's unused AI credits once. Before processing a refund, review how much of that purchase remains unused and follow your published commercial policy for credits already consumed. Do not assume reversing money can reverse completed provider usage or an AI action.

Use the normal authorised WHMCS refund procedure and check the resulting invoice, transaction and service balance. Avoid a second manual balance deduction when the module has already handled the refund event.

The current release includes credit-added, low-credit, used-up and refunded email events. Low and used-up warnings apply to customers with a prior purchase and are designed around threshold crossings, rather than every page load. Review the templates and enable the events you want to send.

If the invoice is paid but the customer reports an unchanged balance, first refresh the correct service and compare usage timestamps. Escalate with the transaction trail when those checks do not explain the difference. Never ask for a card number or provider API key in a support ticket.

• Price paid AI credits and check the protected minimum
• Configure free AI allowances and service usage limits
• Customize Hosting Suite emails and control automatic template updates
• Collect useful Hosting Suite diagnostics without exposing credentials

• WHMCS billing logic