How to Correct an Invoice Using a Credit Note
Estimated Reading Time: 3 minutes
Applies to: All Plans
Quick Summary
If an invoice was created with an incorrect amount or product, you can correct it by creating a credit note. Trainin allows you to either fully credit an invoice or partially correct it by creating a new invoice with a negative amount.
Why This Matters
Invoices cannot be edited after they are created. To keep your financial records and accounting correct, any adjustment must be made through a credit note. This ensures the correction is properly recorded in your financial administration.
Steps for Creating a Full Credit Note
Step 1: Open the invoice that needs correction: Go to Finances > Invoices
– Locate and select the invoice that contains the incorrect amount or product.
Step 2: Create a credit note for the invoice: Click the three-dot menu > Create credit note
– This creates a credit note that reverses the full amount of the original invoice.
Step 3: Confirm the credit note: Click Create credit note
– The system generates a credit note that cancels the original invoice amount in your financial administration.
Steps for Creating a Partial Credit Note
A partial credit note cannot be created directly from the original invoice. Instead, you create a new invoice with a negative line to correct part of the amount.
Step 1: Open the client’s invoice overview: Go to Clients > Select Client > Finances > Invoices
– This shows all invoices associated with the client.
Step 2: Create a new invoice for the correction: Click Create Invoice
– This invoice will be used to register the correction amount.
Step 3: Add a custom line with a negative amount: Add custom line
– Enter the amount that needs to be corrected as a negative value. This creates a partial credit note that offsets part of the original invoice.
Step 4: Save the invoice: Click Save
– The negative invoice adjusts the client’s balance and corrects the financial record.
Best Practice
Always add a short description in the credit note or negative invoice line explaining the reason for the correction. This helps your accountant understand the adjustment later.
Review invoices in Finances > Invoices
Create corrections using credit notes when needed
Export invoices for accounting via Finances > Invoices
Pro Tips
If the invoice has already been paid, the credit note corrects the invoice in your administration but does not automatically refund the payment.
If needed, you can refund the client separately through your payment provider.
Use partial credit notes when only part of the invoice amount needs to be corrected.
Common Questions
Can I edit an invoice after it is created?
– No. Once an invoice is created, it cannot be edited. Corrections must be done by creating a credit note.
When should I use a full credit note?
– Use a full credit note if the entire invoice was created incorrectly and needs to be reversed.
When should I create a partial credit note?
– Create a partial credit note if only part of the invoice amount needs to be corrected.
Does a credit note automatically refund the client?
– No. A credit note corrects the invoice in your financial records. Any refund must be processed separately.
Next logical steps
– How to export Financial Reports for accounting
– How to send a payment link or payment reminder to your customers