It is possible to reimburse an invoice in full using the reimburse function on invoice. Partial reimbursements can only be done manually. Before reimbursing an invoice, go to Settings and make sure your invoice status settings are in order.

Invoice statuses

If you are not using a financial integration for transferring invoices, we recommend that you create a a new invoice status and set that to be the default after credit.

  1. Go to Settings > Invoicing > Invoice statuses
  2. Add a new status
    • Enter a name for the new invoice status, for example Credit note

    • Mark the relevant checkboxes for the status:

      • Read only
      • Invoice number
      • Sent
      • Paid
      • Default after credit
  3. Click Add

When using a financial integration, we recommend that you set the default after credit for the same status you use for invoices waiting for transfer.

Reimburse an invoice

Locate and open the invoice in question and select More actions > Reimburse.

Reimburse becomes active, when your invoice is in a status, which has following specifications in invoice status settings: Not editable, Invoice number and Sent.

Choose from the two available options:

  • Create only reimbursement : Select this if you are not going to send a new invoice to your customer. A credit note is automatically created and all the rows that were on the original invoice are marked as non-billable.
  • Create reimbursement and new invoice : Select this if you want to reimburse and then send a corrected version of the same invoice. This way two invoices are created automatically: a credit note and a new invoice with all the same rows as the reimbursed invoice that can now be edited.

Reimburse a part of an invoice

There isn't an automated feature for reimbursing an invoice partially but you can do this manually. Create a new invoice or open an existing draft invoice and add a new fee with the desired description. You can use a product from registry or without allocation. Enter Quantity (negative), Unit price (positive) and Save.

When using financial integrations set negative value always to Quantity, not Unit price.

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