Crediting an invoice in Workshop Software allows you to reverse or adjust a previously completed invoice. This is useful when a customer returns a part, when work needs to be amended, or when a billing correction is required. The credit is recorded against the original invoice for accurate financial tracking. Follow the steps below to apply a credit.
To record a credit for a customer who either returns a product / part, makes an overpayment but doesn’t want a refund.
1. Click on the ‘lightning bolt’ icon located next to the main search bar in Workshop Software and select ‘Customer Invoice’ from the dropdown box.
2. Search for the customer using the search field at the top right of the page and click on the customer you are looking for.
3. Change Account type toggle to account
4. Change ‘Invoice Type’ to credit
5. Record a reason for credit in the description field
6. Enter the product number/ If for overpayment create a product called overpayment
4. Click on the blue ‘Process’ button located on the bottom right hand corner of the page to finalise the invoice:
5. The customer will now have an unapplied credit for the amount of the invoice noted on their profile:
Here is a guide on how to apply a credit to an invoice
Good to Know
- You can search for a customer by name, phone number, or email address using the search bar.
- The customer account type affects how payments and balances are tracked. Cash customers pay at the time of service, while account customers can be invoiced and pay later.
Frequently Asked Questions
Does a credit note sync to my accounting system?
If you have an accounting integration enabled (such as Xero, MYOB, or QuickBooks), the credit will sync to your accounting system on the next sync cycle, keeping both systems in balance.
Can I undo this change to the invoice?
You can update the invoice again by following the same steps. If the invoice has already been finalised or synced to your accounting system, contact your administrator about the best approach.
Will this change affect existing invoices for this customer?
Changes to customer details apply to future invoices. Existing completed invoices retain the details that were on the invoice at the time it was created.