Credit note software for money you owe a customer

A credit note is a document that lowers what a customer owes you or records money you owe them, for example after a return or an overcharge. In CIPHER CRM you can apply it to invoices or refund it, and the note keeps track of both.

You can delete a credit note that has not been used. Once it has been applied to an invoice or used for a refund in any way, deleting it is blocked. That keeps the linked invoice balances and refund receipts correct.

The state is set for you. A credit note is Open while it still has credit left to apply or refund, and it becomes Closed once the whole amount has been used. You never have to change it by hand.

Open the credit note and go to the Invoices Credited tab. It lists every invoice the note was used against and how much went to each. The Refunds tab next to it shows any money paid back from the same note.

Yes. Credit notes have their own numbering, with a prefix, suffix, digit padding and an optional financial year stamp. That keeps them clearly apart from invoices and easy to find when a customer asks about an old credit. Every new note takes the next number in the credit note series.

Yes. Customers who sign in to the customer portal can view their credit notes along with invoices and payment history, and download the PDFs. That way they know what credit they have with you without asking. Your team decides which customer contacts get a portal login.