Credit notes

What it is

A credit note lowers what a client owes on an invoice you have already sent, for example when goods come back or you agree to a discount. It takes money off their balance straight away, whether or not you share it. You can never credit more than the invoice total.

Why you’d use it

Once you send an invoice, your client has a copy. Changing it quietly means your records stop matching theirs. A credit note is the honest way to reduce a bill you already sent.

Use one when:

• the client returned goods, for example two of the five geysers you supplied
• part of the job was not done, or you agreed to a discount after the fact
• you overcharged on an invoice that is already sent or paid

If the invoice is still a draft, just edit it. To cancel a sent invoice nobody has paid, use Void Invoice under ⋯ instead.

What you need first

• An invoice that has been sent. You can credit an invoice that is sent, viewed, overdue, part paid or paid. Drafts and voided invoices cannot be credited.

How to do it

1. Open the Invoices tab and tap the invoice.
2. Tap ⋯ (top right), then Issue Credit Note.
3. Check Max Credit Available at the top.
4. Under Line Items, change each quantity to what you are crediting. Set a line to 0 to leave it out.
5. Leave VAT Enabled as it is, so the credit matches the invoice.
6. Under Notes, give the reason, for example “Returned goods”.
7. Check the Credit Note Total, then tap Issue Credit Note.
8. Back on the invoice, tap the credit note under Credit Notes, then Share Credit Note or WhatsApp to send it to your client.

What it costs

Nothing extra. Credit notes do not use up your monthly invoice allowance.

Common questions

How much can I credit?

No more than the invoice total, less any credit notes you already issued on it. If the invoice was R4 500 and you already credited R1 000, the most you can credit now is R3 500. The app will not let you go over.

When does the client’s balance go down?

Straight away, whether or not you share the credit note. The invoice shows Credits Applied, and the balance drops on the dashboard, statements and the aging report.

Why should I still share it?

Your client needs a copy. Also, the VAT summary only counts credit notes you have shared from the app, so share it before you work out your VAT for SARS.

The client already paid. What now?

Issue the credit note as usual. The app does not send money back, so refund the client yourself or take it off their next job.

Can I delete or change a credit note?

No, so check the total before you tap Issue Credit Note. Credit notes are numbered like CN-INV-0001.