Referral Credits

Purpose

To ensure referral credits are only applied after the referee’s cleaning is completed and are recorded correctly in MaidCentral and QuickBooks.

Important Rule (Must Follow)

➡️ Referral credits are applied ONLY after the referee’s cleaning has taken place and is completed.
If the cleaning has not occurred yet, the task must be snoozed.

Scenario 1: Referrer Has an Upcoming Appointment (MOST COMMON)

Handled by: Admin Assistant
System used: MaidCentral

Steps

1. Verify referee cleaning

   • Confirm the referred customer’s cleaning:

     • Took place

     • Was completed (not canceled or rescheduled)

2. If cleaning is NOT completed

   • Snooze the referral task

   • Set the new due date after the referee’s cleaning date

   • Do not apply any credit yet

3. If cleaning IS completed

   • Open the referrer’s next scheduled appointment in MaidCentral

   • Select Modify Rate

   • From the Rate Modification dropdown, select Referral Credit

   • Enter the approved credit amount

   • Save changes

4. Finalize the credit (REQUIRED)

   • Submit the Internal Credit Applied form
     👉 https://api.leadconnectorhq.com/widget/form/qh5LPxORct7KOqV62kUd

5. Notify Sales (REQUIRED)

   • Notify Sales to update the Referral Pipeline for the referee

   • Include the referee’s full name

   • Use the standard internal communication method (Slack or task)

   Example message:

   “Referral credit applied and form submitted. Please update the referral pipeline for referee: [Referee Full Name].”

6. Confirm

   • Credit appears on the upcoming appointment

   • Credit is now considered finalized

Scenario 2: Referrer Has NO Upcoming Appointments

(Past customer or occasional customer)
Handled by: Accounting
System used: QuickBooks Online

Steps

1. Go to QuickBooks Online

2. Click + New → Credit Memo

3. Select the referrer’s customer profile

4. Add line item:

   • Item: Referral Credits

   • Account: Sales Discounts → Referral Program Credits

5. Enter the credit amount

6. Save

7. Finalize the credit (REQUIRED)

   • Submit the Internal Credit Applied form
     👉 https://api.leadconnectorhq.com/widget/form/qh5LPxORct7KOqV62kUd

8. Notify Sales (REQUIRED)

   • Notify Sales to update the Referral Pipeline for the referee

   • Include the referee’s full name

   • Use the standard internal communication method