Credit notes, corrections and write-offs

Money

Money

Some countries

Credit notes, corrections and write-offs

Fix a posted invoice without editing it.

The problemA posted invoice is a legal record, so a wrong amount cannot simply be edited away.

The resultCancel or lower it with a credit note, or write off what will never be paid. The original always stays on record.

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Example with sample data. Nothing here is real.

Step 1 of 3

Open the invoice

Open the posted invoice from Invoicing. Its Actions card offers Cancel via credit note and Correct amount. Both keep the original invoice on record.

What you can do

  • Cancel a posted invoice in full with a credit note
  • Credit only part of an invoice
  • Correct the amount by entering the right lines, with the difference credited for you
  • Void an invoice that was never meant to exist (a fully paid one needs a credit note instead)
  • Write off a balance you will not collect as a bad debt, and reverse it if the customer pays later
  • See every credit note in one list and download its PDF

Who can use it

Owners, Admins, Managers and Accountants can use this.

Available in the countries where Heyva supports it.

Issuing a credit note, voiding an invoice and writing off a debt need the permission to void invoices. Correcting an amount needs the permission to update invoices. By default Owners, Admins and Accountants hold both.

Ask Heyva AI

  • Issue a credit note for the latest invoice

  • Write off an old unpaid invoice

  • Show my credit notes

Questions

What is the difference between Cancel via credit note and Correct amount?
Cancel via credit note reverses the whole invoice, or an amount you choose. Correct amount is for an invoice that should have had different lines: you enter the right lines and Heyva credits the difference. Both issue a credit note, and neither can raise the amount.
Can I credit more than the invoice total?
No. All credit notes on one invoice together cannot exceed its total, and a draft or void invoice cannot be credited at all.
Does a credit note give the customer their money back?
No. It lowers what is owed. If the invoice was already paid and you return the money, ask Heyva AI to record the refund, because the portal has no refund button.
When should I void instead of issuing a credit note?
Void an invoice that should not exist. A fully paid invoice cannot be voided: issue a credit note instead. A void keeps the visits billed on a posted invoice linked to it.
The invoice was paid with a gift card. Why is the credit note refused?
The value must go back to the card first. Reverse the gift card redemption on the Gift cards page, and then the credit note can be issued.
How do I write off a debt?
Ask Heyva AI or use the API: a write-off needs a reason and can cover part or all of the balance. The portal has no write-off button. If the customer pays later, the write-off can be reversed.

In more detail

Nothing is deleted or edited. The invoice, the credit note and any write-off are separate records, so the history always shows what happened and when.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_issue_credit_note
  • heyva_issue_correction
  • heyva_void_invoice
  • heyva_write_off_invoice
  • heyva_reverse_invoice_write_off

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Last reviewed 31 October 2026