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Hi Xero Support,
I run a lunch club where members prepay in January for a bundle of 10 lunches for the year. Each lunch costs £27.
The key point is that:
Members are only charged a lunch when they actually attend
If they do not attend a particular lunch, no deduction is made
Unused lunches roll forward to the following year, or are offset against the next year’s invoice
We invoice and take payment correctly in Xero in January for the full year ahead, but we then need to track usage of those prepaid lunches over time.
From reviewing Xero’s functionality, it appears that:
Once an invoice is raised and paid, the quantity (e.g. “10 lunches”) is fixed and historical
Xero has no way to reduce or “use up” part of an invoiced quantity over time
Credits and prepayments are tied to individual contacts and cannot be used to track conditional attendance
There is no mechanism to show “remaining lunches” for a customer
In other words, Xero is excellent for recording the payment, but it does not support tracking the consumption of prepaid entitlements that depend on attendance and roll over year to year.
Because of this, we are having to track attendance and remaining lunches outside of Xero, and only use Xero for invoicing and payments.
Please can you confirm that Xero does not currently support this type of prepaid-bundle attendance tracking?
Many thanks,
Ellen