topic Re: How to create a credit note? in Tips, Tricks & Best Practices

How to Issue a Credit Note in HubSpot After Manually Marking an Invoice as Paid

PhilippL — Tue, 21 Oct 2025 21:05:43 GMT

How can I create a Credit Note/Refund for a Manually "Paid" Invoice in Hubspot?

We have created an invoice and we have manually set this invoice to "paid". Now the customer wants to return the product within the return period. How can I create a credit note?

[Moderator Note: this post was reviewed for relevancy and optimized for clarity on 10/21/25. Thank you for your contributions to the HubSpot Community!]

Re: How to create a credit note?

BérangèreL — Thu, 29 Aug 2024 07:29:42 GMT

Hi @PhilippL and welcome to the Community! 🎉
It's a pleasure to have you here!

Thank you for asking the Community!

For information, I'd like to share this article "Create and manage invoices" that might be of interest.

I also wanted to invite a couple of subject matter experts and some Community Members to this conversation: Hi @BSmith08, @danmoyle, @ICarleton, @HubSpot_Corey and @Jnix284 do you have suggestions to help @PhilippL, please?

If anybody else has anything to add and/or share, please feel free to join in the conversation 🙂

Thank you very much and have a brilliant day!

Best,
Bérangère

Re: How to create a credit note?

PhilippL — Thu, 29 Aug 2024 08:28:28 GMT

Thanks Berangere,

I didn't find anything related to credit notes. I also tried to enter negative amounts... unfortunately that wasn't possible either. This is actually a standard process that is needed regularly. So I'm sure there is a solution for this.

Re: How to Issue a Credit Note in HubSpot After Manually Marking an Invoice as Paid

danmoyle — Tue, 21 Oct 2025 21:06:26 GMT

Hi @PhilippL and welcome to the HubSpot Community. Unfortunately, HubSpot doesn't have a built-in feature specifically for creating credit notes as you've asked about. However, there are a few ways you can handle this situation:

Manual Credit Note

Create a new invoice with negative amounts to represent the credit (I see you tried something similar, so this might not work).
Set this new invoice as "Paid" to offset the original payment.
Associate this new invoice with the same contact, company, and deal as the original invoice.

Refund Process

Navigate to the original invoice (Manage Payments) in HubSpot.
Click on the "More" dropdown menu.
Select "Issue refund" if available (this option may only appear for invoices paid through HubSpot payments or connected payment processors).
Follow the prompts to process the refund.
- I've used refunds and partial refunds in our portal, and it seems to work pretty seemlessly in my experience.)

Update Deal and Properties

Update the associated deal to reflect the return.
Modify any relevant custom properties to track returns or refunds.

Considerations

Ensure all financial records are updated accurately.
Communicate the credit or refund clearly to the customer.
If you frequently process returns, consider creating custom properties or workflows to streamline the process.

It's a bummer that HubSpot doesn't offer native credit note functionality like what you've described. But hopefully these tips and workarounds can help you manage returns and refunds effectively within it.

Re: How to create a credit note?

Gui_R — Thu, 27 Mar 2025 16:50:17 GMT

Hi,

@BérangèreL is there any updates on this? To have a full invoicing process Credit Notes are necessary. In our case, this is a blocking point to use Hubspot as our invoice creation/recording system.

In the interim to have a proper "Credit Note" section, creating an invoice with a negative total could be a temporary solution, not the best but temporary.. and not so difficult to implement.

While a unit price of a line item cannot be negative, which could be good to change, we can have a price at 0, and put a numbered discount for the credit amount. Then allow an invoice to have a negative number. Most accounting software will be able to reconsile this.

Thanks,

Gui

Re: How to create a credit note?

Gui_R — Thu, 27 Mar 2025 16:55:47 GMT

While @danmoyle porposal was marked as "Accepted Solution", it doesn't solve the issue. His section "Manual Credit Note" could be a good solution but currently it is not working as negative invoice total need to be implemented.

Re: How to create a credit note?

ilonamiller — Fri, 04 Apr 2025 15:22:55 GMT

The funny thing is that HubSpot has a Credit Note feature which I know because you literally sent me a credit note. Please release this! We've moved all of our billing to HubSpot and this is such an accounting nightmare to not have a credit note feature.

Re: How to create a credit note?

tinal1 — Fri, 12 Sep 2025 00:16:09 GMT

Hi!

We just kicked off a public beta for our new credit memos feature, which will enable you to manually create credit memos and apply them to one-time invoices. If you're interested in joining the beta, you can enroll within the Product Updates section in the HubSpot app or reply / DM me and I can add you! I'm interested in hearing your feedback. Thanks!

- Tina at HubSpot

Re: How to Issue a Credit Note in HubSpot After Manually Marking an Invoice as Paid

freddieleo7 — Fri, 27 Mar 2026 21:42:36 GMT

In HubSpot, once an invoice is manually marked as “paid,” you typically can’t directly issue a credit note against it in the same way as an unpaid invoice. The usual approach is to create a refund or a new credit/adjustment record tied to the customer and keep your accounting synced outside HubSpot if needed. For keeping things balanced while handling these cases, I sometimes also take quick breaks and check out CRK Codes it’s a nice way to stay refreshed before dealing with more admin work.

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