Overview
A Credit Note is a financial adjustment that reduces the amount a customer owes on an invoice.
You can issue a Credit Note to provide a discount, compensate a customer for damaged goods, resolve a service issue or make another adjustment to their charges.
Credit Notes are managed separately from payments and can be associated with a customer, Job and invoice.
Important: A Credit Note is not a payment. It reduces the amount owed without recording money received through cash, card or bank transfer.
1. When to Use a Credit Note
You can create a Credit Note for several reasons, including:
Refund: When a customer needs to receive a refund or credit adjustment.
Discount: When you agree to reduce the amount charged.
Service Issue: When a credit is provided because of a service-related problem.
Damaged Goods: When a credit is provided as compensation for damaged items.
You can also create custom Credit Note reasons under Settings → Finance → Credit Notes.
2. Where to Find Credit Notes
To view existing Credit Notes:
Log in to your Movermate CRM.
Go to Finance → Credit Notes.
The Credit Notes page will display your existing records.
The Credit Notes list includes information such as:
Credit Note amount and date
Customer name and email
Job ID, if applicable
Credit Note number
Credit Note status
Associated invoice number
Applied amount
Remaining credit
Reason
You can use Search, Filter, Columns and Export to manage your Credit Note records.
3. How to Create a Credit Note
You can create a Credit Note from Finance or directly from a Job.
From Finance:
Go to Finance → Credit Notes.
Click + Create Credit Note.
Select the customer.
Choose an existing Job or select + Create Credit Note without Job.
Enter the Credit Note date, category and item details.
Review the total amount and create the Credit Note.
From a Job:
Open the relevant Job.
Click Actions → Add Credit Note.
Enter the required details.
Review the amount and create the Credit Note.
You can also create a Credit Note from Job → Finances → Credit Notes → + Add Credit Note.
Movermate automatically generates a unique Credit Note number, such as CN-00001.
Note: Creating a Credit Note does not automatically reduce an invoice balance. The credit must be applied to an invoice separately.
For detailed instructions, see Creating a Credit Note in Movermate.
4. How to Apply a Credit Note to an Invoice
After creating a Credit Note, you can apply its available amount to an outstanding invoice.
Go to Finance → Credit Notes.
Find the required Credit Note.
Click the three dots (⋮) beside it.
Select Apply to Invoice.
Review the remaining credit and outstanding invoices.
Select the required invoice and complete the application.
The applied amount reduces the invoice's outstanding balance.
If the Credit Note has more available credit than the invoice requires, the unused amount remains available for another eligible invoice.
For detailed instructions, see Applying a Credit Note to an Invoice.
5. How Credit Notes Affect Invoice Balances
An applied Credit Note reduces the outstanding amount a customer needs to pay.
The calculation is:
Outstanding Balance = Invoice Total − Applied Credit Notes − Payments Received
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 remaining to pay.
If a Credit Note covers the entire outstanding amount, the invoice balance becomes $0 and the invoice may display a Paid status.
Good to know: A fully credited invoice may show as Paid even when no payment transaction has been recorded. Credit Notes and actual payments remain separate financial records.
6. Can Multiple Credit Notes Be Applied to an Invoice?
Yes. Multiple Credit Notes can be used to reduce the outstanding balance of an eligible invoice.
For example:
Description | Amount |
Invoice Total | $1,000.00 |
Credit Note 1 | -$100.00 |
Credit Note 2 | -$150.00 |
Credit Note 3 | -$50.00 |
Outstanding Balance | $700.00 |
Each Credit Note remains a separate record.
A Credit Note can also be partially applied, allowing its remaining amount to be used against another eligible invoice.
7. Understanding Credit Note Statuses
Credit Notes have different statuses depending on how much credit has been applied.
Status | What It Means |
Open | The Credit Note has been created, but none of its credit has been applied. |
Partially Applied | Some of the credit has been applied, and an unused balance remains. |
Fully Applied | The entire Credit Note amount has been applied. |
Example:
If a $500 Credit Note is applied to an invoice for $200:
Total Credit Note: $500
Applied Amount: $200
Remaining Credit: $300
Status: Partially Applied
The remaining $300 is available for another eligible invoice.
For more information, see Understanding Credit Note Statuses and Invoice Balances.
8. Where Credit Notes Appear in Movermate
Credit Notes can be reviewed in different areas of the CRM.
Finance → Credit Notes
View all Credit Notes, including their amounts, statuses, applied amounts and remaining balances.
Job → Finances → Credit Notes
View Credit Notes associated with a particular Job, including their reference numbers, amounts, remaining credit and descriptions.
Finance → Invoices
Review invoice amounts, recorded payments, outstanding balances and invoice statuses after applying Credit Notes.
Finance → Payments
Review actual payment transactions separately from Credit Note adjustments.
Note: A Credit Note does not create a payment record.
9. How to Manage Existing Credit Notes
To manage an existing Credit Note:
Go to Finance → Credit Notes.
Find the required Credit Note.
Click the three dots (⋮) beside it.
Select the appropriate action.
Available actions include:
View: Review the Credit Note details.
Edit: Update the Credit Note information.
Apply to Invoice: Apply available credit to an eligible invoice.
Delete: Delete a Credit Note where permitted.
Some actions may be restricted when a Credit Note has already been applied or is associated with recorded payments.
For detailed instructions, see Viewing and Managing Credit Notes and Editing and Deleting Credit Notes.
Important Reminders
Credit Notes reduce outstanding invoice balances but are not payment transactions.
A Credit Note must be associated with a customer.
Linking a Job is optional when creating a Credit Note from Finance.
Creating a Credit Note does not automatically apply it to an invoice.
Only applied credit reduces an invoice's outstanding balance.
Credit Notes can be partially or fully applied.
Multiple Credit Notes can be applied to an eligible invoice.
Applied credit and recorded payments must be treated separately.
Always review the invoice balance after applying or editing a Credit Note.
Access to Credit Note features may depend on your assigned user permissions.
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For further questions, contact the Movermate Product Experts at [email protected].