You may need to issue a credit for various reasons such as cancellations, refunds, or adjustments. Adding a credit note ensures your financial records remain accurate, your customers are clearly informed, and balances are correctly updated.
Add a credit note to a customer
Use this when the credit note is not tied to a specific job or invoice.
Go to the Customer record.
Click Quick links > Invoices.
Select Add new credit note.
Fill out the credit note details:
Enter a short description (e.g. "Labour reduction").
Adjust the credit note date if necessary.
Choose a breakdown style: No breakdown, Breakdown by category, or Full breakdown.
Click Save to finalise and apply the credit note.
Add a credit note against an invoice
Use this when the credit is tied to a specific invoice or job.
Use the search bar to enter the invoice number or job number and select the correct result.
Click Quick Links in the top-right of the invoice page.
Under the Financial section, select Raise credit note.
Fill out the credit note details:
Add a short description (e.g. "Boiler install refund").
Add any additional customer-facing notes.
Adjust the credit note date (defaults to current date).
Select a breakdown style: No breakdown, Breakdown by category, Full breakdown, or Full breakdown by category.
In the Breakdown/Items section, enter the item(s) you are crediting. Use Enter to move across fields quickly; for dropdowns use arrow keys and Enter to select.
Click Save. The credit note will be issued and listed against the invoice record. You can then download or email it to the customer.
The credit note will be pre-filled with invoice items by default. This is helpful when crediting the full amount.
Refund a credit note
Commusoft allows you to refund a full or partial amount from a credit note.
Use the search bar to locate the customer associated with the credit note.
Open their profile and scroll to the History section.
Find the credit note you want to refund and click View.
Click Quick links in the top right-hand corner.
Select Refund remaining credit.
Fill in the following details:
Description: Provide a brief reason for the refund.
Date: Adjust the date of the refund if needed.
Amount: Enter the amount to refund. This can be the full or partial credit value.
Choose the refund method (e.g., credit card, direct debit).
Click Receive credit to finalise the refund.
Return to the History section to confirm: if the full amount was refunded the balance will show ÂŁ0.00; if a partial refund was made the balance will reflect the remaining credit.