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Credit Memo

The Credit Memo module manages customer credits — issued when you need to reduce what a customer owes (overbilling, returns, discounts, corrections). Instead of modifying the original invoice, credit memos record adjustments clearly and traceably, keeping receivables accurate and providing an audit trail for all revenue adjustments. Drafts, approval workflows, and sharing options give proper control and customer communication.

Key functions​

  • Create and manage customer credits
  • Save drafts and process approvals
  • Send credit memos to customers or share links
  • Apply credits to invoices
  • Export and manage credit memo documents

Creating a credit memo​

  1. Open Credit Memo from the main menu and click Create.
  2. Select the customer and enter a reference number.
  3. Choose a reason code for the credit.
  4. Enter category details — category account, quantity, price, billing frequency, amount, description.
  5. Optionally add an attachment, notes, and footer.
  6. Choose a save option (bottom-right):
    • Save as Draft — editable later.
    • Save — moves to the Created stage.
    • Save and Approve — moves directly to Approved.
    • Save & Send for Approval — routes for approval if required.

Approving​

From the ⋯ menu → Approve, or open the credit memo view page and click Approve.

Applying credit to an invoice​

  1. Open the credit memo and click Apply Credit.
  2. Select invoice(s) from the list, ensuring the selection matches the credit amount.
  3. Confirm. The credit memo moves to Applied and the invoice is marked Paid.
note

Credit memos must be applied in full to the selected invoice(s) — partial application is not supported.

Issuing credit from an invoice​

  1. Open the invoice and click Issue Credit — a credit memo opens with the amount auto-filled from the invoice.
  2. Provide the issue date and reason code, review details.
  3. Click Save & Apply — the credit memo is marked Applied and the invoice Paid.

Sending and sharing​

  • Send to customer — open the applied credit memo → ⋯ menu → Send to Customer (emails it).
  • Share link — open the view page → Get Share Link and send it directly.

Other actions​

From the ⋯ menu: Edit (unless restricted by status), View, Duplicate, Export to PDF, Add Attachment (also available during edit or from the view page), and Void — which cancels the credit memo permanently (behaves like delete).

FAQs​

Draft vs Created? Draft is incomplete and editable; Created is saved and ready for approval or application.

What happens when a credit memo is applied? It moves to Applied and the selected invoice is reduced or marked paid.

Send vs Share? Send emails the memo; Share generates a link you send manually.

Can I track activity? Yes — the view page shows details, applied invoices, and attachments.