A credit note reduces the amount a customer owes on an invoice. It can be used when an invoice needs to be adjusted, for example, when goods are returned, a service is cancelled, or a customer has been overcharged. Credit notes are available on the Ultimate plan.
For example:
An invoice is issued for £200.
The customer returns goods worth £50.
A £50 credit note is issued against the invoice.
The customer's outstanding balance is reduced to £150.
How to add Credit Notes
In Workever, you can create a credit note in two ways:
From a customer profile — create a credit note and apply it to eligible invoices.
From an invoice — create a new credit note directly from an invoice or apply an existing credit note.
Adding a Credit Note from a Customer Profile
To create a credit note from a customer profile:
Go to Contacts.
Open the customer you want to create the credit note for.
Select Billing from the left-hand menu.
Click Add Credit Note.
Adding Credit Note Details
Enter the following details:
Date – Select the date for the credit note.
Item – Select the item the credit note applies to. If needed, you can create a generic Credit Note cost item under Settings → Financial Settings → Saved Cost Items.
Description – Enter a description or reason for the credit note.
Unit price – Enter the amount to be credited per item.
Qty – Enter the quantity. The minimum quantity is 1.
Account – Select an account code, if required.
Tax – Select the applicable tax rate.
Total – The total credit amount is calculated automatically.
Add new item – Add additional items to the credit note, if required.
Once you have entered the details, click Save to create the credit note.
Managing a Credit Note
Once created, the credit note appears under Credit Notes in the customer's Billing section.
Click View next to a credit note to open it. From here, you can:
Edit the credit note
Delete the credit note
Send the credit note as a PDF by email
Adding a Credit Note from an Invoice
You can also create a credit note directly from an invoice.
To create one:
Go to Invoices.
Open the invoice you want to create a credit note for.
Click Create Credit Note from the left-hand menu.
Enter the credit note details as described in the Adding Credit Note Details section above.
Applying an Existing Credit Note
You can also apply an existing credit note to an invoice.
Open the invoice.
Click Apply Credit Note.
Select the credit note you want to apply.
Enter the amount you want to apply.
Click Save.
Unlinking a Credit Note
If you need to remove a credit note from an invoice, you can unlink it without deleting the credit note itself.
You can unlink a credit note either from the invoice or from the customer profile.
From an Invoice
Open the invoice the credit note is applied to.
Locate the applied credit note under Credit Notes.
Click the Unlink Credit Note icon.
In the confirmation window, click Proceed to unlink the credit note.
From a Customer Profile
Go to Contacts.
Open the customer's profile.
Select Billing from the left-hand menu.
Click View next to the credit note.
In the View Credit Note window, click the Unlink Credit Note icon next to the invoice.
In the confirmation window, click Proceed.
When you unlink a credit note, the credit is removed from the invoice and returned to the customer's available credit. If the invoice was paid using the credit note, unlinking it may cause the invoice to become unpaid.
Viewing and Sending a Credit Note
Once a credit note has been created, you can view its details, preview the PDF, or send it to the customer by email from the View Credit Note window.
To view a credit note:
Go to Contacts.
Open the customer's profile.
Select Billing from the left-hand menu.
Find the credit note under Credit Notes.
Click View next to the credit note.
From the View Credit Note window, you can preview and send the credit note as a PDF.
Click Send.
Preview the credit note PDF to check the details.
Send the credit note to the customer by email.
Note: The PDF preview and sending options are only available from the View Credit Note window.
Credit Note PDF
The credit note PDF provides a summary of the credit issued to the customer, including the credit note number, creation date, customer and company details, credited items, tax, and total credit amount.
If the credit note has been applied to one or more invoices, the PDF also shows the amount allocated to each invoice and the remaining credit available to apply to future invoices.
Credit Notes on an Invoice
When a credit note is applied to an invoice, the invoice PDF shows the amount credited and deducts it from the total amount due.
The PDF displays:
Paid – the amount already paid towards the invoice.
Less Amount Credited – the total amount of credit notes applied to the invoice.
Outstanding – the remaining amount due after payments and applied credits have been deducted.
This makes it clear how credit notes affect the final outstanding balance on the invoice.
