Sometimes there are issues with an invoice. The reasons are many. It could be that the price was wrong, that the client should not pay for the session themselves, or that the session was canceled. In these cases, the invoice must be credited via a credit note.
🎓 What's a credit note?
A credit note or credit memo is a document used to indicate a reduction in the amount owed by a customer. If the customer returns goods to the seller (or the invoice was wrong for any reason etc.), the invoice previously issued is cancelled, in part or as a whole, with a credit note. Wikipedia →
Who is this article for?
This article is for administrators and practitioners who need to change the price, invoice recipient, or requirements for an hour after an invoice has been created.
Find the Invoice
Navigate to the invoice in question.
You can do this by clicking on Clients → Select Client → Invoices or from the appointment details in the diary. In the example below, we see that Daisy has an unpaid invoice. Click on the invoice that needs to be credited.
Credit the Invoice
On the invoice page, click the ... button, select Credit Invoice.
You will now be asked for confirmation. Click the red Credit Invoice button.
The invoice is now credited. A credit note document has now been created, cancelling out the original invoice. You can find the old invoice by scrolling further down the page. When you credit an invoice, the system will automatically create a new draft invoice for the session in question. You can use this to
Go to New Invoice Draft
Even though the invoice has been credited, there is still some work to do. A new invoice draft that corresponds to the old invoice has been automatically created. You need to address this draft.
Click on See draft
What you need to do next depends a bit on what you want to achieve. Below are three common reasons for crediting invoices.
Scenario 1: The Original Invoice Had the Wrong Price
In the new draft invoice, click on Change Price. Adjust the price and then click Change. If you want to make the session completely free, that is of course also possible.
Once the price is correct, click on Finalize Invoice and then Send Payment Notification if you want to use Konfidens Pay.
Scenario 2: The Session Should Be Canceled
Click on the ... menu and then Delete.
Select Cancel booking and then click Delete. This will delete both the booking and the invoice draft.
Scenario 3: The Session Should Be Invoiced in a Different System than Konfidens
Click on the ... menu and then Invoice Externally.
Scenario 4: The Client Should Get a Refund
This is a bit more demanding than the examples above. Take a look at the article Refunding Money for instructions on how you should proceed.