Handle an inbound deduction
Work the deductions inbox in ClaimDS — the debit notes customers take straight off their invoices — so each one is reviewed, matched and reconciled instead of lost in the invoice.
A deduction is money a customer has already taken off an invoice — a debit note applied at payment time. Left unmanaged, deductions quietly erode margin. ClaimDS gives them their own inbox so each one is reviewed, matched to a reason, and either accepted or disputed on the record.
Why deductions get their own inbox
Unlike a claim you process through approval, a deduction has already happened — the customer has withheld the amount. Treating it as a first-class item, grouped by the customer who raised it, is what stops deductions from being written off by default simply because chasing them is tedious.
Work the inbox
Follow the numbered steps below. Accepted deductions flow into reconciliation alongside that principal's claims; if a deduction and its credit note disagree, see a claim won't reconcile.
Step-by-step
Open Claims → Deductions
Go to Claims and choose Deductions. The inbox groups inbound deductions by the customer who raised them, so you can work one partner's deductions together.
Open a deduction
Open a deduction to see what the customer has taken off the invoice and why. A deduction is a debit note applied directly against payment, so it needs reviewing rather than ignoring.
Match it to the reason
Tie the deduction to its cause — an agreed rebate, a shortage, a damage claim — so you know whether it's valid. Where it maps to an agreement or an existing claim, link it to that.
Accept or dispute
If the deduction is justified, accept it so it flows into reconciliation. If it isn't, dispute it — the dispute is tracked so the conversation with the customer has a record.
Reconcile and close
Carry accepted deductions into reconciliation with the rest of that principal's claims, so the settled position reflects them. Nothing is closed until it's been accounted for.
Frequently asked
How is a deduction different from a claim?
A claim is a demand you raise or receive and process through approval. A deduction is money a customer has already taken off an invoice — ClaimDS gives it a dedicated inbox so it's reviewed deliberately rather than absorbed silently.
Can I raise a deduction myself?
Yes. As well as the inbound inbox, you can record a deduction from your side when you need to.
Still stuck?
Book a demo and we'll walk through it on your own data — or just talk to us.