How to create a credit note?

[PhilippL]

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?

[danmoyle · Accepted solution]

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

1. Create a new invoice with negative amounts to represent the credit (I see you tried something similar, so this might not work).

2. Set this new invoice as "Paid" to offset the original payment.

3. Associate this new invoice with the same contact, company, and deal as the original invoice.

Refund Process

1. Navigate to the original invoice in HubSpot.

2. Click on the "More" dropdown menu.

3. Select "Issue refund" if available (this option may only appear for invoices paid through HubSpot payments or connected payment processors).

4. 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

1. Update the associated deal to reflect the return.

2. 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. 

[PhilippL]

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.

[BérangèreL]

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