Create a Credit Note for an Invoice

Issue a credit note to reduce or reverse charges on an existing invoice — with full control over date, description, and refund tracking.

🔐 Access Control

• Only Admin users or staff with credit note permissions can create credit notes
• From the Dashboard, use the side menu to navigate: Accounting → Income → Credit Notes

🧭 Step-by-Step: Create a Credit Note

Click + Create Credit Note to open the form.

1️⃣ Link to Invoice

• Invoice*: Select the invoice to apply the credit note to
• Only invoices with Sent or Paid status are eligible
• The credit note will automatically inherit the customer and account details

2️⃣ Credit Note Details

• Date*: Select the issue date of the credit note (defaults to today)
• Description: Optional — add notes explaining the reason (e.g. Overcharge, Service Cancellation, Duplicate Billing)

Click Create to finalise the credit note. The system will:

• Link the credit note to the selected invoice
• Update the invoice balance accordingly
• Make the credit note available in accounting reports and audit logs

📋 Viewing Credit Notes

• All entries appear in the Manage Credit Notes table
• Use filters for Invoice, Date, or Status
• Export credit note logs for audit, reconciliation, or reporting

✅ Best Practices

• Always confirm the invoice before issuing a credit note
• Use clear descriptions for audit clarity
• Apply credit notes promptly to avoid payment confusion
• Review credit note logs monthly for compliance
• Use sector-fit reasons (e.g. Care Home Refund, Cleaning Service Adjustment, Logistics Overcharge Reversal)