Custom items are used to add one-off charges or balance reductions to a client’s invoice and/or client account—like late fees, administrative charges, volunteering credits, or other billing adjustments. You can set up a custom item as an extra fee or as a custom price reduction and then apply it at checkout, in Client Billing, during activity replacements, in contracts, or at the point of sale.
We'll explain how to create and apply custom items, and what to expect in reports and journal entries. Check out our FAQ for more info, or start a chat with us!
Before you start
You need permissions to create custom items, depending on the task. At least 2 permissions are required to use custom items.
Clients 🔑 |
View client accounts (required): See all client accounts and account details in the Clients tab. Client billing (optional): View a client's billing page and their transactions. Manual invoicing and crediting (required): Add an invoice or credit memo to a client's account and add custom items at checkout. |
Payments 🔑 |
Custom items settings (optional): View, create, modify, and delete custom item settings. |
Make sure the right ledger account(s) exist to associate to the custom item(s).
1. How to create a custom item type
Follow these steps to create a custom item (extra fee or rebate). Once a custom item is created, it can be applied to invoices and/or a client account:
1. Go to the Discounts and fees > Custom items subtab.
2. Click New custom item.
3. In the New custom item modal, select the type of custom item to create.
Extra fee: Custom extra fees add a positive charge to an invoice.
Rebate: Custom rebates can be used to apply custom sales reductions such as custom credits, rebates, and discounts.
4. Enter the custom item name. It appears on client invoices and in reports.
5. Pick the ledger account to associate to the custom extra fee or rebate. The ledger account appears in finance reports and is where revenue is recognized.
Extra fee: When admins apply a custom extra fee, SmartRec preselects the ledger account (defined in the Custom items subtab), but admins can change it as they apply the extra fee.
Rebate: When admins apply a custom rebate in Client Billing, they can use the preselected ledger account (defined in the Custom items subtab) , or manually select the ledger account to associate to it. However, when a custom rebate is applied at checkout, it must be linked to an invoice item and automatically inherits the ledger account of that item, with no option for manual override.
6. Save when finished. The page reloads to the Custom items subtab and a confirmation message appears to confirm.
1.1 How to search, filter, edit or delete a custom item
All custom items are recorded on the custom items table. Once you apply a custom item to an invoice, it can't be deleted. You may only edit it or archive it.
Search by name or ledger account by matching at least 3 characters in the order you type them. For example, typing ate will match 'Rebate', but tae will not.
Filter by type (extra fee/rebate) or by status (active/archived). By default, the 'Active' status filter is applied. Reset filters to set both filters to 'All'.
2. How to add custom items on an invoice
Admins can add custom items to an invoice at checkout, when creating an invoice/credit in the client's billing, during replacements, in a rental contract, and at the point of sale (POS). You can also give a rebate on an item after the invoice has been created.
In this section, we'll review how to add a custom item:
2.1 How to add custom item types at checkout
When you add custom extra fees | When you add custom rebates |
A custom extra fee is a manual charge that uses its predefined ledger account, or another ledger account you associate. | A custom rebate must be linked to an item. It inherits the linked item's ledger account, and reduces the item's charge. |
You can't put a 0$ custom extra fee on an invoice. | A custom rebate (taxes included) at checkout can't exceed the invoice's total. |
A custom extra fee is ineligible for RL-24s when applied at checkout.
A custom extra fee must be paid in full at checkout, regardless of installments. | A custom rebate at checkout is equally divided across future installments. This means the initial installment at checkout isn't affected, but future installments are equally reduced. |
👣 Steps to add a custom item type at checkout
1. At step 1 of checkout, click Add custom item on the lower left side of the page.
2. Next, select the custom item type to apply (custom extra fee or custom rebate). You may add multiple custom items to an invoice, one at a time.
Extra fee: Keep its ledger account or use another.
Rebate: At checkout, it inherits the ledger account of the item it's linked to.
The configuration varies slightly by custom item type. See the table below on how to complete the form for a custom extra fee or custom rebate at checkout.
Custom extra fee configuration form | Custom rebate configuration form |
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3. Select fee: Select an existing custom extra fee.
4. Amount: Set the extra fee amount.
5. Applicable taxes: Check mark which sales taxes to apply.
6. Taxes are: Toggle whether or not those taxes are included in the extra fee amount.
7. Ledger account: Select the ledger account to associate to the custom extra fee.
8. Description (optional): Provide a description that shows on the client's invoice.
9. Save the custom extra fee. | 3. Select rebate: Select an existing custom rebate.
4. Linked item: Select one invoice item to link to the custom rebate.
5. Amount: Set the custom rebate amount.
6. Taxes are: The custom rebate inherits the tax settings of linked item. Toggle whether or not those taxes are included in the custom rebate amount.
7. Description (optional): Provide a description that shows on the client's invoice.
8. Save the custom rebate. |
2.1.1 How custom item types appear on an invoice after checkout
After checkout, it’s easy to spot custom items applied at checkout to an invoice in client billing in the Clients tab.
How a custom extra fee appears on an invoice after checkout
The custom extra fee is labeled with the name given to the extra fee in the Discounts and fees > Custom items subtab. In this case, it's 'Admin charges'.
The label is followed by the description entered at checkout (if any).
The selected ledger code and ledger account name appear at the end.
❗It's possible to cancel and refund a custom extra fee on an invoice.
How a custom rebate appears on an invoice after checkout
The custom rebate is labeled 'Manual rebate', which is the name given to the rebate in the Discounts and fees > Custom items subtab.
The label is followed by the description entered at checkout (if any).
The linked item 'Amilia surprise' indicates the custom rebate is linked to the 'Amilia surprise' invoice item. It assumes the linked item's applicable taxes and ledger account.
The ledger code and ledger account name appear at the end.
❗If you cancel the item linked to a custom rebate, the rebate is cancelled as well. As a result, the linked item and its taxes are credited, and the custom rebate (including its taxes) is deducted from the credited amount.
2.2 Add custom items in Client Billing via Operations
In the Clients > Client Billing subtab, you can add custom items from the Operations menu. Only one custom item can be added per transaction.
To add a custom extra fee to the client's account, select Create invoice.
To add a custom rebate to the client's account, select Create credit.
👣 Steps to add a custom item from the Operations menu
1. Go to the Clients > Client Billing subtab.
2. Click Operations and then Create invoice (extra fee) or Create credit (rebate).
3. This opens a configuration form that is nearly identical for custom extra fees and custom rebates.
4. Amount: Enter the dollar amount.
5. Apply taxes: Checkmark this box to display and configure tax settings on the custom extra fee or rebate. If you don't checkmark this box, no taxes are applied to the amount.
6. Select the extra fee type or rebate type, (depending on whether you are creating an invoice or a credit).
If necessary, you may Create a new custom item and configure it on a separate tab. You must refresh the page in Client Billing for the new custom item to appear for selection in the dropdown.
7. Ledger account: The ledger account is preselected based on the custom item, but you can override it and choose the ledger account to associate to the custom item.
8. Item's description (optional): The description is visible on the invoice or credit memo. If left blank, a default description is provided.
9. Admin note (optional): Only admins can see this note. It's not visible to clients.
10. Account balance: If the account has an existing balance (credit or amount owing) you can choose to apply it during invoice or credit creation, and the system will reconcile it automatically.
11. RL-24: This field appears to eligible organizations based in Quebec that are eligible to issue RL-24 tax receipts.
12. Confirmation email: Add a checkmark here if want to send a confirmation email directly to the client's email address. Keep in mind a confirmation is always stored in the Communications tab in the client's user account.
13. Click Save.
2.2.1 What to expect after Operations > Create invoice or Create credit
When you add a custom extra fee in the client's account, it creates an invoice. When you add a custom rebate in the client's account, it creates a credit memo.
The custom item name appears underneath the Invoice number and date.
Admin comments (if any), appear at the top (but not on the client's copy).
The Item's description appears on the same line as the amount and taxes.
The selected ledger code and ledger account name appear at the end.
2.3 How to give a rebate on an existing invoice item
Need to discount the price of an item after it’s been purchased? No problem. When you ‘Give a rebate’, SmartRec tells you if any discounts have already been applied to an invoice item. You’ll know exactly how much to refund and the rebate will also be linked to the invoice item in your finance reports.
Say a client buys a 40$ camp t-shirt. Later, they return and point out there's a tear in the fabric and it should cost less. You magnanimously give a 5$ rebate on the shirt.
Here's what to expect:
Expand the invoice and click Give a rebate.
Pick the invoice item to rebate.
The Rebate details shows if the item has already been rebated, and the max rebate amount that can still be applied.
Pick a rebate (from your list of custom items). We recommend using the rebate's default ledger code or the same ledger code as the item being rebated.
When you give a rebate, it creates a credit memo with details on which item.
If the client paid in full, a credit balance appears. You can refund it or use it towards another purchase. Make sure to adjust any upcoming payments if any!💸
3. Custom items during cancellation/ activity replacement
Extra fees are canceled and credited the same way as an activity registration. Extra fees can't be replaced.
A rebate can't be canceled unless you cancel and credit the item it's linked to. When it's replaced, the rebate isn't applied to the new invoice item.
More custom items can be added while replacing an activity or membership.
3.1 During cancellation
Below are two invoices, each with a $300 activity. One invoice has a $10 extra fee and the other invoice has a $10 rebate.
Expand the invoice to Cancel/Refund Items and pick the item(s) to cancel:
Extra fees can be canceled and credited.
Rebates can't be selected. Instead, you must cancel the item it's linked to, which credits that item's reduced price.
You can add an administrative fee/penalty (with any ledger code).
After you save, a Credit memo transaction appears for the canceled purchase.
👉 Edit or cancel upcoming payments if the cancellation was linked to installments.
➕ Extra Fee ➖ Rebate
3.2 During replacement
Expand the invoice, click Replacement and pick which item(s) to replace.
An extra fee can't be selected for replacement. The charge remains on the original invoice unless the extra fee is canceled.
A rebate can't be selected for replacement. If you replace an invoice item linked to a rebate, the rebate itself isn't reapplied to the new replacement item. Naturally, a balance will remain.
In the screenshot below, a $300 activity linked to a $10 rebate ($290) is replaced with another $300 activity. However, the rebate doesn't apply and a $10 balance remains. Then, the admin added a new rebate of only $5, bringing the balance to $5 (talk about appreciation 😉).
If you add more custom items during the replacement, it shows as a manual adjustment in the Replacement details and appears on the new invoice.
After you save, a Credit memo transaction appears for the canceled purchase.
👉 If the original invoice item was linked to installments, edit or cancel the upcoming payment(s) if a balance or credit remains after the replacement.
4. Custom items in reports
An extra fee uses the ledger code it was given when invoiced and is recorded under the Sales column(s) in your reports.
Depending on the application method (at checkout, from the Operations menu, or via an existing invoice) rebates take on the ledger code of the item they are linked to or can use another ledger code. Manual rebates are recorded as credits under the Sales column(s) in your reports.
📄 Click here to see which reports are relevant to custom items.
4.1 Extra fees in journal entries
Revenue from extra fees is recognized immediately. A debit is created in the Default - Accounts receivable asset account (more value) and then a credit is created in the revenue account that was assigned to the extra fee when it was invoiced (more revenue).
➕ When an extra fee is alone on an invoice
An admin creates an invoice in the client's billing for $10.
$10 is owed to you. This creates a debit in the Default - Accounts receivable account.
$0.43 & $0.87 is owed to the Canadian and Quebec government (in our case). This creates a credit in a tax liability account.
$8.70 is recognized. This creates a credit in the revenue ledger account given to the extra fee when it was invoiced.
➕ When an extra fee is accompanied by other invoice items
In the store, an admin buys a $100 recurring activity and adds a $10 extra fee.
$110 is owed to you. This creates a debit in the Default - Accounts receivable account.
$4.78 & $9.55 are owed to the Canadian and Quebec government (in our case). This creates a credit in a tax liability account.
$9.96 is recognized (for classes that already occurred at the time of purchase). This creates a credit in the activity's revenue account .
$77.01 is deferred revenue (the value of classes that haven't yet occurred).
$8.70 is recognized. This creates a credit in the revenue ledger account given to the extra fee when it was invoiced.
4.2 Rebates in journal entries
Rebates are negative revenue. They're tracked in a contra revenue account that has a debit balance instead of the usual credit balance. This means they reduce net income (which is the opposite of a normal revenue account).
In which ledger account the rebate is recognized depends on whether it's alone on the invoice or linked to an item with multiple occurrences (such as a recurring activity).
➖ When a rebate is alone on an invoice
An admin creates a credit in the client's billing for $10.
$8.70 is the rebate value that reduces your income. This creates a debit in the revenue account assigned to the rebate when it was invoiced.
$0.43 and $0.87 are owed to the Canadian and Quebec government (in our case). This creates a debit in a tax liability account.
Until the rebate is reconciled with an invoice item, a credit of $10 is created in the Default - Account deposit account. Upon reconciliation, a credit will be created in the Default - Accounts receivable account.
➖ When a rebate is linked to another invoice item
The rebate and the activity's value are divided by the total number of activity occurrences with a proportional amount being recognized after each occurrence.
An admin buys a $300 recurring fitness activity and adds a $10 rebate.
$290 is owed to you. This creates a debit in the Default - Accounts receivable account.
$0.92 is the rebate value for classes that already occurred at the time of purchase. This creates a debit in the Default - Discounts contra revenue account, representing a reduction of income.
$7.78 is the remaining rebate value, which is deferred for the time being. A proportional amount will move to another account after each activity occurrence.
$12.62 and $25.16 are owed to the Canadian and Quebec government (in our case). This creates a credit in a tax liability account
$27.67 is recognized for fitness classes that already occurred. This creates a credit in the activity's revenue account.
📆 What happens with the deferred rebate after each occurrence?
With each class occurrence, journal entries show a proportional amount of the activity's deferred value credited to the activity's revenue account. As for the rebate, a proportional amount is debited from the Default - Discounts contra revenue account and credited to the Default - Deferred Discounts liability. This reduces your income.
Below, one of the classes in the session has occurred:
A debit is created for $1.98 in the Default - Deferred revenues account where the activity revenue was initially deferred. A credit of the same amount is created in the activity's revenue account.
$0.07 is the rebate value pertaining to this occurrence. This creates a debit in the Default - Discounts contra revenue account. A credit is then created in the Default - Deferred Discounts account.
5. Frequently Asked Questions
1. What permissions do I need to use custom items?
At least 2 permissions are required (*) to use custom items.
🔑 Under the Clients group:
View client accounts*: View the list of client accounts and account details.
Client billing: View a client's billing page and their transactions.
Manual invoicing and crediting*: Add an invoice or credit memo from a client's account and add a custom item at checkout.
🔑 Under the Payments group:
Custom items settings: View, create, modify and delete custom items settings.
2. Is Amilia's service fee charged on custom items?
Amilia's 1% service charge applies to extra fees.
Rebates don't reduce the service charge. If a $20 item is reduced to $18 with a rebate, the service charge is calculated on the initial $20 amount.
3. Can I add a custom item to an invoice after it's been created?
After the invoice is created, you can add a custom item (extra fee or rebate) while canceling (or replacing) another item on the invoice. Otherwise, you can give a rebate on an invoice item after the invoice has been created.
For rental contracts, you can add custom extra fees while the contract is in draft or when editing a new version of an approved contract.
4. Can I automate an extra fee?
Custom items can't be automated. Check out the Fee app in the Apps tab if you'd like to automatically apply a fee at checkout (based on certain criteria). It's free!
👉 Custom extra fees, automated fees, service fees and administrative fees are different types of fees that can be applied in SmartRec.
5. What's the difference between an extra fee vs. an administrative fee/penalty?
Custom extra fee | Administrative fee/penalty |
Has its own ledger code but can also use another one | Doesn't have its own ledger code Any ledger code can be assigned |
Available for use at checkout, when creating an invoice in Client Billing, during replacements, in a rental contract, and at the point of sale (POS) |
Only available for use when performing a cancellation in Client Billing |
6. What's the difference between a custom rebate and an automated discount?
Custom rebate | Automatic discount |
Manually applied | Automatically applied |
Has its own ledger code but will use the ledger code of an item if it's linked | Always uses the ledger code of the item being discounted |
Can be applied as a credit to the client's account, or reduce the cost of a linked item | Always applied to an invoice item. Can't be applied on an account level |
Customizable rebate amounts | Discounts are based on discount rules |
Under Sales column(s) in reports | Under Automatic Rebates column(s) in reports |
Doesn't reduce Amilia's service fee | Reduces Amilia's service fee |
7. Can custom items apply to a subscription's recurring billing?
When custom items are applied at checkout, they impact the amount to pay now. Custom items are not applied to recurring subscription billing.
8. What if I change the ledger account of an activity linked to a rebate?
When you change ledger accounts in SmartRec, past transactions aren't updated in your reports nor on the invoice in the client's billing. Everything stays as it was when it was first invoiced. It's only going forward that invoices (and linked custom rebates) will show the new ledger code.
9. Are extras on rental contracts the same as a custom extra fee?
Contract extras are conceptually very close to custom extra fees. They are used as a means of adding a fee on an invoice in a customizable way.
However, you may only create contract extras in the Contracts > Extras subtab, and use them in the context of contracts. Contract extras are not tracked in the Discounts and fees > Custom items subtab.
10. What if there is recurring billing or installments at checkout?
Clients must pay the extra fee(s) at checkout, regardless of installments or subscriptions. Remember that admins can’t 'Skip and pay later' if they're paying in installments at checkout.
A rebate reduces the initial amount at checkout but isn't applied on any of the recurring invoices. In the case of installments, a rebate given at checkout is divided equally across future installments. Clients will pay the regular initial installment, while future installment amounts are equally reduced (see below).
11. Which reports are relevant to custom items?
Custom items are tracked separately from automated discounts and fees. This means that manual extra fees & rebates are tracked in the Sales columns of your reports.
📄 Sales by administrators
Extra fees at checkout, via the Operations menu, or during a replacement is a Custom product.
Administrative fee/penalty during a cancellation/replacement is a Penalty product.
Create a credit via the Operations menu is a Custom product.
Rebate at checkout or during a replacement is a Custom discount product.
Give a rebate on an invoice is the same product type as the item it’s linked to. For example, if you 'Give a rebate' on an activity, the rebate credit is tracked as an Activity product on the report.
📄 Breakdown of sales
Review individual sales transactions within the date range. See custom items on the 'Charges on invoice' sheet. In the Sales columns, extra fees are a sale and rebates are credits. Look at the Description column (Q) if you want to know when the custom item was applied.
A custom item applied at checkout has Online purchase as a description.
A custom item applied via the Operations menu has the custom item’s label as a description.
A custom item applied during a Replacement has Online purchase (Replacement) as a description.
Give a rebate via the invoice has the custom item’s label as a description.
📄 Reconciliation summary
Shows the total invoiced for each category of billable items (drop-ins, per program, credits, custom items, etc.), plus the total of each payment method received (i.e., cash, credit card, eCheck, etc.). On the 'Detailed summary' sheet, invoiced and cancelled custom items are listed under the Custom category.
📄 Sales by ledger code
This report provides the sum of sales by ledger code (of items sold). Extra fees are sales tracked in the ledger code that was assigned when invoiced. Rebates added at checkout are tracked in the ledger code of the item they’re assigned to. When you Create a credit, or Give a rebate on an existing invoice, the rebate is tracked in the ledger code that was assigned to it.
📄 Sales summary
This report provides the sum of sales by product type. The 'Manual fees - credits' sheet shows the totals of all custom items used, and administrative/penalty fees by ledger code.
* Last updated in February 2026
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