Every payment and stock change has an entry
Recorded payments and stock movements cannot be quietly edited or deleted. Corrections add entries, and balances, stock counts and reports use the same history.
Invoice balances follow the payment entries
Full payments, partial payments and refunds each add an entry. BenchKey uses the invoice's entries to calculate what is still due.
Voiding a mistaken manual payment adds a reversing entry, so the history keeps both the original and its correction.
Partial payments and change
Record part of an invoice and see what remains due. Cash tendered and change are both recorded on the drawer receipt.
Refunds and payment corrections
The original payment stays as recorded. A refund or voiding a mistaken manual payment adds an entry showing what changed.
Cards alongside cash
Confirmed payments from your connected Stripe or Square account join the same payment ledger as cash.
Stock counts follow every movement
Receiving parts, using them on repairs, transferring them and correcting counts each adds a movement. Each store's on-hand count updates with that movement.
On-hand counts can be rebuilt by adding up the recorded movements.
Stock between stores
Sent stock leaves the sending store's count, stays in transit, then enters the receiving store's count when received.
Counts with a reason
Choose a reason such as Damaged or Miscount from the list. The adjustment adds a movement without changing earlier records.
Cost recorded when used
The default cost is a moving weighted average. Part Consumption reads the cost at use; Inventory Value uses current stock costs.
Reports and QuickBooks Online use the same payment entries
Payment reports and QuickBooks Online use the same payment entries. Stock reports use stock movements, while the Store Credit report uses customer credit entries.
- Payment entries
- Read by Sales Summary, Tax, P&L & Expenses, A/R Aging
- Exported to QuickBooks Online
- Stock movements
- Read by Part Consumption, Inventory Value, Inventory Aging
- Store credit entries
- Read by Store Credit
Payment, stock and store credit figures in these reports trace back to their ledger entries.
Each customer's store credit has its own ledger
Device buybacks in beta can issue store credit. Each customer's ledger tracks credit issued, spent on invoices and restored after refunds, with a running balance.
Credit still owed
The Store Credit report shows what you owe customers in unused credit as of the date you choose.
Use credit at checkout
Choose store credit as the payment method to apply the customer's available balance to an invoice.
Payment and stock questions
Can I edit or delete a recorded payment?
No. Recorded payments cannot be quietly edited or deleted. A refund adds an entry; voiding a mistaken manual payment adds a reversing entry linked to the original. Corrections stay in the history.
How is the invoice balance due calculated?
BenchKey subtracts net collected payments, waived amounts and deposits reclassified out from the invoice total, using the recorded entries each time. Refunds and reversals affect the net collected amount. The balance due cannot fall below zero.
What happens to stock while a transfer is in transit?
Once sent, stock leaves the sending store's on-hand count and is tracked in transit. It counts as on hand at neither store until the receiving store records receipt.
How do I correct a stock count?
Record a count adjustment and choose a reason from the list, such as Damaged or Miscount. BenchKey adds a movement and updates the store's on-hand count. Earlier movements stay as recorded.
Do reports and QuickBooks Online use the same payment records?
Yes. Payment reports and the QuickBooks Online payment export read the same payment entries. Stock reports use the inventory ledger. Device trade-in credit lines can post to a mapped inventory or clearing item.
How is the cost of a used part calculated?
By default, BenchKey uses a moving weighted average that updates as stock is received. A part's cost is captured when it is used and recorded on the movement, so later cost changes do not rewrite that entry.
The waitlist is open for repair shops
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Watch the product tour 3:34 Follow a repair from check-in to pickup in BenchKey