Using Credit Notes to Reduce an Invoice
Learn how Credit Notes work in Movermate, when to use them, and how they help reduce the amount a customer owes on an invoice.
What Is a Credit Note?
A Credit Note is a financial adjustment used to reduce the amount a customer owes on an invoice.
You can issue a Credit Note when you need to provide a discount, compensate a customer for damaged goods, resolve a service issue or adjust an invoice amount.
Credit Notes are managed separately from payments and remain linked to the relevant customer and any associated jobs or invoices.
Important: A Credit Note is not a payment. It reduces the outstanding invoice balance without recording a cash, card or bank transfer transaction.
Open Credit Notes
Log in to your Movermate CRM.
From the left navigation menu, go to Finance → Credit Notes.
The Credit Notes page will open, displaying your existing Credit Notes.
The page includes information such as:
Credit Note amount
Date
Job ID
Customer name and email
Credit Note number
Status
Invoice number
Applied amount
Remaining balance
Reason
You can also use Search, Filter, Columns and Export to manage your Credit Note records.
When to Use a Credit Note
Credit Notes can be used in different situations.
Refund: When a customer is entitled to a refund or credit adjustment.
Discount: When you agree to reduce the amount charged.
Service Issue: When a customer receives compensation for a service-related problem.
Damaged Goods: When a credit is provided for damaged items.
You can also create custom Credit Note reasons under Settings → Finance → Credit Notes.
Create a Credit Note
You can create a Credit Note directly from the Finance section or from a Job.
From Finance:
Go to Finance → Credit Notes.
Click + Create Credit Note.
Search for and select the customer.
Select a job, or choose + Create Credit Note without Job.
Enter the Credit Note date and item details.
Select a category, enter the rate and quantity, and choose the unit.
Add tax and a description if required.
Review the total and click Create Credit Note.
From a Job:
Open the relevant Job in Movermate.
Click Actions.
Select Add Credit Note.
Complete the Credit Note details and save.
Movermate automatically generates a Credit Note number, such as CN-00001.
For detailed instructions, see Creating a Credit Note in Movermate.
Apply a Credit Note to an Invoice
Once a Credit Note has been created, you can apply its available amount to an outstanding invoice.
Go to Finance → Credit Notes.
Find the Credit Note you want to apply.
Click the three dots (⋮) in its row.
Select Apply to Invoice.
Review the available credit and outstanding invoices.
Select the invoice you want to apply the credit against.
Complete the application process.
The applied amount reduces the outstanding invoice balance.
If the Credit Note has more available credit than the invoice requires, the remaining credit can be used against another eligible invoice.
For detailed instructions, see Applying a Credit Note to an Invoice.
Understand Credit Note Calculations
Movermate calculates the outstanding invoice balance by subtracting applied Credit Notes and recorded payments from the invoice total.
Balance = Invoice Total − Applied Credit Notes − Payments Received
For example:
Description | Amount |
Invoice Total | $1,000.00 |
Applied Credit Note | -$200.00 |
Adjusted Invoice Total | $800.00 |
Payments Received | -$500.00 |
Outstanding Balance | $300.00 |
In this example, the customer has $300.00 remaining to pay.
If the applied Credit Note covers the entire outstanding balance, the invoice can show as Paid even though no payment transaction was recorded.
Note: Credit Notes and payments are recorded separately. Applying a Credit Note does not automatically create a payment record.
Understand Credit Note Statuses
Each Credit Note has a status that indicates how much of its available credit has been used.
Status | Meaning |
Open | No credit has been applied to an invoice. |
Partially Applied | Some credit has been applied, but a balance remains available. |
Fully Applied | The entire Credit Note amount has been applied. |
Cancelled | The Credit Note has been cancelled and no longer reduces invoice balances. |
For example, if you create a $500 Credit Note and apply $200 to an invoice:
Credit Amount: $500.00
Applied Amount: $200.00
Remaining Credit: $300.00
Status: Partially Applied
View Credit Notes in Jobs and Invoices
Credit Notes can also be viewed from the associated Job.
Open the relevant Job.
Select the Finances tab.
Find the Credit Notes section.
Review the Credit Note amount, reference number, remaining balance, creation date and description.
You can use the available actions to manage the Credit Note.
Applied Credit Notes reduce the outstanding balance of the associated invoice. You can review the updated balance under Finance → Invoices.
Edit or Manage a Credit Note
To manage an existing Credit Note:
Go to Finance → Credit Notes.
Find the required Credit Note.
Click the three dots (⋮).
Choose an available action, such as View, Edit, Apply to Invoice or Delete.
Editing or deleting a Credit Note may be restricted depending on its application status and associated financial records.
For detailed instructions, see Editing and Deleting Credit Notes in Movermate.
Important Reminders
Credit Notes reduce invoice balances but are not payment transactions.
A Credit Note can be created without selecting a job.
Only applied credit reduces an invoice balance.
A Credit Note may be partially or fully applied.
Multiple Credit Notes can be applied to an eligible invoice.
The same credit amount cannot be applied twice.
Credit Note actions depend on the user's permissions and the financial status of the associated records.
Always review the remaining invoice balance after applying or editing a Credit Note.
For any enquiries, contact the Movermate Product Experts at 📧 [email protected]. We're here to help.