Corrections

Correction documents adjust invoice balances. Credit notes reduce the amount owed; debit notes increase it.

Overview

Correction documents are formal adjustments to invoices. There are two types:

Each correction document has its own sequential document number, line items, PDF, and public link. Credit notes are numbered CN-YYYY-NNNNN and debit notes DN-YYYY-NNNNN. They can be created standalone or linked to a specific invoice.

Every correction document moves through a lifecycle:

• Draft - You are building the document. It can be freely edited. Only you can see it.
• Sent - The document has been emailed to the customer and is available via a public link. It cannot be edited.
• Voided - The document has been cancelled by creating an opposite-type reversal.

Credit Notes

Credit notes reduce the amount owed on an invoice. Common use cases include:

• Partial refunds for goods returned or services not rendered
• Pricing corrections after an invoice has been sent
• Goodwill adjustments for customer dissatisfaction
• Voiding an invoice (the system creates a credit note automatically)

To create a credit note, go to the invoice detail page and select "Create Credit Note" from the actions menu. You can also create a credit note without linking it to a specific invoice.

When creating from an invoice, line items are pre-populated from the source invoice. You can adjust quantities, prices, or remove items as needed to reflect the actual credit amount.

When a credit note is sent, it automatically applies to the linked invoice and reduces its balance. If the credit amount exceeds the remaining balance, the surplus is tracked as available credit that can be applied to other invoices.

Debit Notes

Debit notes increase the amount owed on an invoice. Common use cases include:

• Additional charges discovered after invoicing
• Material costs that exceeded the original estimate
• Scope changes or extra work performed

To create a debit note, go to the invoice detail page and select "Create Debit Note" from the actions menu. You can also create a debit note without linking it to a specific invoice.

When a debit note is sent, it automatically increases the linked invoice balance by the debit amount.

Reason Codes

Every correction document requires a reason code before it can be sent. Reason codes categorize the purpose of the adjustment.

When you select a reason code, the reason text is automatically populated with a standard description. You can edit the reason text to provide more detail. If you select "Other", you must enter the reason text manually.

The "Invoice Voided" reason code is system-generated and is automatically assigned when an invoice is voided. It is not available for manual selection.

Line Items

Correction document line items follow the same structure as invoice line items. Each line item has:

• Description - What the credit or debit is for
• Quantity - How many units
• Unit Price - The price per unit
• VAT Rate - The tax rate applied (via tax code)
• Discount - An optional percentage discount

The total for each line item is calculated as:

When creating a correction document from an invoice, line items can be copied from the source invoice. You can then adjust quantities, prices, or remove items. Line items can only be added, edited, or removed while the document is in Draft status.

Sending & Public Links

When you send a correction document, several things happen:

1. The document is validated for completeness (reason code, reason text, and at least one line item are required)
2. A sequential document number is assigned (e.g., CN-2026-00001)
3. Totals are frozen and can no longer be changed
4. Public access is enabled via a unique token link
5. An email is sent to the customer

Emails are sent to customer contacts that have the "Credit notes" delivery preference enabled. This preference covers both credit note and debit note emails.

Each correction document has a unique public link that anyone with the link can access. You can toggle public access on or off from the document detail page. A PDF download is available from the public link.

You can resend a correction document at any time after the initial send, which sends a fresh email to the customer.

Applying to Invoices

When a correction document linked to an invoice is sent, it automatically adjusts the invoice balance:

• Credit notes reduce the invoice balance
• Debit notes increase the invoice balance

Available Credit

If a credit note's amount exceeds what the invoice needs, the remaining credit is tracked as "available credit". This available credit can be manually applied to other invoices for the same customer from the invoice detail page.

The credit note detail page shows the total credit amount, how much has been applied, and how much remains available.

Reversing Applications

Credit and debit applications can be reversed if needed. Reversing an application restores the original invoice balance and makes the credit or debit amount available again.

Voiding

Voiding cancels a sent correction document by creating an opposite-type reversal document:

• Voiding a credit note creates a debit note with the same line items
• Voiding a debit note creates a credit note with the same line items

The reversal document is automatically sent to the customer. The original document is marked as "Voided" and links to its reversal.

You cannot void a correction document if any credit or debit applications exist. You must reverse all applications before voiding.

Draft correction documents can be deleted directly. Only sent documents need to be voided.

Search & Filtering

The corrections list page can be filtered and searched to help you find specific documents:

• By type — show only credit notes or debit notes
• By status — filter by Draft, Sent, or Voided
• By customer — show only corrections for a specific customer
• By search — search by document number (e.g., "CN-2026")

Filters can be combined. Results are paginated.