Credit notes

In short. A credit note records money you owe a client, for example after a billing mistake. You issue it, then apply it to an open invoice to lower the balance due. For now, this works through the API only.

Who it is for. Admins and finance staff who correct invoices, and developers who connect Pitch2Sale to an accounting tool.

Where it lives

Opens from a record or another screen

Plans

SoloEssentialsGrowthScale

Permission

Credit Notes

Open the app ↗

What it does

• Creates a credit note for a lead, with line items, a currency, a reason and notes. It can be linked to the invoice it corrects.
• Numbers each credit note automatically: CN-0001, CN-0002 and so on.
• Moves through three statuses: Draft, Issued, Applied.
• Applies an issued credit note to an open invoice. The credit counts like a payment: the invoice becomes Partial, or Paid if the credit covers the rest.
• Records each step in the organisation’s event log.

What it does not do

• It has no screen in the app yet. There is no Credit notes page, and no credit note button on invoices. You use the REST API.
• It does not refund money. It only lowers what the client owes on an invoice. To return money already paid, refund the payment on the invoice; see Invoices.
• It does not let you edit, delete or void a credit note once created.
• It does not split a credit across invoices. A credit note is applied whole, to one invoice.
• It does not apply the discount or tax percentages sent with it. The amount is the sum of the line totals.

Set it up

1. Make sure you have the credit notes permissions. By default only Admin and Super User have them.
2. Create a personal access token; see API access.
3. Call the credit notes part of the REST API, described on the developer site.

Works the same on mobile.

Use it day to day

Say Orbit Payments was billed $1,200 for training that never happened, on invoice INV-0042, which is still unpaid.

1. Create a credit note for the Orbit Payments lead with one line, “Training not delivered”, for 1,200, and the invoice it relates to. It starts as Draft, numbered CN-0001.
2. Issue it. The status changes to Issued.
3. Apply it to invoice INV-0042. The invoice’s amount paid goes up by 1,200 and its balance goes down. If nothing is left to pay, the invoice becomes Paid.
4. Check the invoice in Billing → Invoices to see the new balance.

Rules and limits

Rule	Value
Plans	Essentials, Growth and Scale
Who can use it	Admin and Super User by default
Where	REST API only
Numbering	CN- followed by 4 digits
Line items	at least one; description up to 1,000 characters
Amount	sum of line totals; more than zero
Linked invoice	the credit cannot exceed that invoice’s total
Statuses	Draft, Issued, Applied
Issue	Draft credit notes only
Apply	Issued credit notes only; the invoice must not be Paid or Cancelled
Amount applied	whole credit note, up to the invoice’s balance due
Reason	up to 2,000 characters
Notes	up to 5,000 characters

Troubleshooting and FAQ

I cannot find credit notes in the app. There is no screen for them yet. Use the API, or ask your developer to.

“Credit note amount exceeds the target invoice amount due.” The credit is larger than what is left to pay on that invoice. Apply it to an invoice with a larger balance, or create a smaller credit note.

“Cannot apply credit to an invoice with status ‘paid’.” Paid and cancelled invoices cannot take a credit.

“Cannot apply a credit note with status ‘draft’. Must be ‘issued’.” Issue the credit note first, then apply it.

I made a mistake on a credit note. It cannot be edited or deleted. If it is still a draft, leave it unissued and create a correct one.