Overview
There are several ways to correct an invoice. Which one to use depends on whether the invoice has been paid, and whether the customer should get money back, credit on their account, or nothing at all.
Every cancellation, credit and refund creates a credit note: a negative invoice that balances the customer’s account and keeps your invoice sequence complete.
How to access
Open the invoice from Finance → Invoices or the customer’s Invoices tab:- For the whole invoice, use Cancel Invoice (credit note) or Refund Invoice from More actions or the invoice’s menu in the list.
- For individual lines, tick the lines and use Credit this line or Refund this line from the lines’ Bulk actions.
Cancel an invoice
Use Cancel Invoice (credit note). Nexudus shows a preview of the credit note before you confirm. Credit notes, refunded invoices and voided invoices can’t be cancelled.Unpaid invoices
Select Cancel now. A credit note for the full amount is issued, so the customer owes nothing for the invoice. The charges aren’t invoiced again. This can’t be undone.Paid invoices
Cancelling a paid invoice gives the customer credit for the amount they paid, instead of money back. Select Credit now. The customer’s account is credited with the amount, which can be used to pay future invoices. Tick Apply this credit automatically to new invoices to use the credit on the customer’s next invoices until it runs out. Untick it to keep the credit until you use it yourself, for example with Pay with account credit on a specific invoice. Credit notes whose credit isn’t applied automatically show No auto-credit.Cancelling never sends money back to the customer. To do that, refund the invoice instead.
Credit invoice lines
To cancel or credit part of an invoice, tick the lines and use Credit this line. For each line, enter the amount to cancel or credit: the full amount or part of it. Then confirm with Cancel now for an unpaid invoice, or Credit now for a paid one. A credit note is issued for the amounts. On a paid invoice, the customer gets credit for them, with the same Apply this credit automatically to new invoices option.Refund an invoice
Refunding gives the customer their money back. You can refund paid invoices only.- Use Refund Invoice for the whole invoice, or tick lines and use Refund this line to refund some lines, in full or in part.
- Under Refund method, choose how to send the money back.
- Check the breakdown, select Complete refund, then Refund now.
How the money is returned
- Paid through a payment gateway, such as Stripe, Spreedly or PayPal: choose the same gateway, and the money is sent back automatically.
- Paid any other way, such as bank transfer, cash, check or direct debit: choose that method, then send the money back yourself outside Nexudus. Nexudus only records the refund. For direct debit, such as GoCardless, issue the refund from your provider account.
- Paid with account credit: the credit is returned to the customer’s account; you can’t choose a refund method. If the invoice was paid partly with credit, that part is returned as credit and the rest is refunded with the method you choose.
Void an invoice
Voiding removes an invoice as if it had never been issued. It cancels the debt, removes the invoice from the customer’s balance, and hides it from the customer and from all reporting. No credit note is created. Void is only available:- for locations in the United Kingdom, United States and Australia
- for invoices that have received no payments, and aren’t credit notes
Delete an invoice
Tick the invoices and delete them from Bulk actions. You’re offered Cancel invoice instead. To go ahead, choose Delete invoice (not recommended). Deleting an unpaid invoice doesn’t delete its charges: they’re added to the customer’s next invoice. To stop charging for them, delete the charges from the customer’s Sales tab too.Fix common mistakes
Related
- Invoices
- Ledger: how credit notes, credits and refunds affect a customer’s balance
- Payment gateways: refunds through gateways
- Deposits: crediting and refunding deposits