Adding a Credit Note

Issue credit notes in Officaid to adjust invoices for refunds, discounts, or complimentary services.

Flexible invoicing with credit notes

Need to offer a discount or complimentary service? A credit note reduces the amount owed on an invoice without deleting the original record.

When to Use a Credit Note

Credit notes are typically issued when:

You provided a service for free (complimentary)
You need to correct an overcharge
The client returned goods or cancelled part of an order
You're offering a discount after the invoice was sent

In simple terms, a credit note tells your client "you owe us less than the original invoice said" and keeps your records accurate.

Want to remove an unpaid invoice from your books instead? → Writing Off an Invoice

Adding a credit note affects your financial reports. If you're unsure, consult your accountant or reach out to Officaid support.

Before You Begin

Make sure you have an approved invoice that needs adjustment.

Steps

1 Open the invoice you want to add a credit note to.
2 Click the Add Credit Note button.
3 Review and fill in the required fields.
4 Click Add Credit Note to save.

Understanding the Fields

When you click Add Credit Note, the form opens with some fields pre-filled:

Credit Note Date is set to today
Amount is pre-filled with the invoice total (adjust if needed)
Remarks is required to explain why the credit note was issued

Be specific in your remarks (e.g., "Complimentary service" or "Discount for delayed delivery"). This helps with record keeping and audits.

After Adding a Credit Note

Once added:

The invoice balance updates to reflect the credit
If the credit note covers the full amount, the invoice status changes to Paid
The credit note appears in the Invoice Activity section
A Credit Note document is generated with its own reference number (e.g., CN-20250900009-1)

Just like a regular invoice, you can email the credit note to your client with a custom subject, message, and the PDF attached. → Sending an Invoice

Viewing or Removing a Credit Note

You can manage your credit note from the Invoice Activity section:

Click View to see the credit note details
Click Download to save the credit note as a PDF
Click Remove to delete the credit note if it was added by mistake

Frequently Asked Questions

Does my credit note include tax?

It depends on the original invoice. If your invoice includes tax, the credit note will also include tax. If the invoice has no tax applied, the credit note will not include tax.

Can I add a partial credit note?

Yes. Adjust the Amount field to credit only part of the invoice total.

Can I add multiple credit notes to one invoice?

Yes. Each credit note is logged separately in the Invoice Activity.

What's the difference between a credit note and a write off?

A credit note reduces the amount owed and is usually shared with the client. A write off removes an unpaid invoice from your books when you don't expect to collect payment.

What's Next?

Writing Off an Invoice to remove uncollectible invoices
Recording a Payment to mark invoices as paid
Understanding Invoice Statuses to track your invoices

invoicing credit note adjustments