Issue Credit Memos

When You Need to Adjust an Invoice

Sometimes you need to reduce what a customer owes, maybe you overcharged, a part was under warranty, or you agreed to a discount after the invoice was sent. Instead of voiding the entire invoice and starting over, use a credit memo. It's cleaner, keeps your records intact, and gives both you and the customer a paper trail.

Creating a Credit Memo

1. Open the invoice you need to adjust from the Invoices tab.
2. Tap "Issue Credit".
3. Enter the credit amount, the dollar amount to subtract from the invoice balance.
4. Select a reason:
   • Overcharge, you billed more than the agreed price.
   • Warranty, the part or service is covered under warranty.
   • Discount, you agreed to reduce the price after the fact.
   • Other, for anything else. Put the why in the Notes box so it still makes sense to you in six months.
5. Add an optional note for internal reference.
6. Tap "Issue Credit" to save it.

Credit Memo Numbers

Credit memos are assigned sequential numbers (CM-0001, CM-0002, etc.) just like invoices. They're linked to the original invoice so you always know which bill was adjusted.

Credit memos are assigned sequential numbers (CM-0001, CM-0002, etc.) just like invoices. They're linked to the original invoice so you always know which bill was adjusted. The credit memo is for your records: it does not print on the invoice PDF, and the customer does not see it on their payment page.

Effect on the Invoice

• The credit is recorded against that bill as your written record of what you agreed to knock off.
• What the customer owes does not change, and the invoice status does not change. The bill, the PDF, and the payment link all still ask for the original total, so tell the customer what to pay.
• Late fees stop on that bill. Once a bill carries a credit, KeyBolt will not add another late fee to it.
• If the bill came from a job and nobody has paid any of it yet, Edit amount is usually the better tool. It cancels the old bill and sends a corrected one, so the customer is asked for the right number.
• The credit shows in a Credits box on that bill, on the customer's statement, and in Reports under the Ledger tab. It does not get its own row in the Invoices list.