Create and manage credit memos

Line items for credit memos

While creating a credit memo, you can add line items, including discounts, taxes, and fees.

Add, edit, or delete a line item from a credit memo

• Create a credit memo.
• Click the Currency dropdown menu and select a currency. Learn more about which currencies are supported.

• To add a line litem:
  • Click Add line item in the upper right, then select one of the following:
    • Select from product library: add a line item based on a product in your product library, including line items created using the HubSpot-Shopify integration. After selecting this option, you can search by product name, product description, or SKU, or click Advanced filters to refine your search. Select the checkboxes in the right panel next to the products you want to base your line item on. Then, click Add.

• • • • If adding a product with a recurring billing frequency, the billing frequency will be changed to one-time. The products in your product library won't be affected.
    • Create custom line item: iif you have Create custom line items permissions, this option will create a new custom line item that's unique to this individual invoice. After selecting this option, use the right panel to enter your line item details, and choose whether to save the custom line item to your product library. Then, click Save or Save and add another.

• To edit, clone or delete a line item, hover over the product, click Actions , then select an option:

• • Edit: edit the line item for this credit memo only. The product library will not be affected.
    • You can also edit individual line item's details in the columns of the line items editor, including unit price, quantity, and discount amount. Enter a new value in the appropriate column. Learn how to add or remove columns. 

• • Delete: delete the line item.
  • Clone: create a new line item with the same details.
  • To reorder the line items, click and drag a line item using the dragHandle drag handle.

Add discounts, fees, and taxes to a credit memo

In the Summary section, you can add one-time discounts, fees, and taxes for the credit memo subtotal.

If you want to add tax rates to use across your products and services, rather than adding one-time taxes to your subtotal, refer to this article.

• To add a one-time tax, fee, or discount, click +Add [tax/fee/discount]. Learn more about discounts.
• Enter a name for the tax, fee, or discount and a value in the text field. The tax, fee, or discount value can be based on a specific currency amount or a percentage (%) of the total.

• Remove any taxes, fees, or discounts by clicking the delete delete icon next to the currency field.

Review the summary of a credit memo

After adding your line items, you can review the subtotal, including any discounts applied, in the Summary section.

Use credit memos to create a balance or amount owed to a customer against an invoice. Manage credit memos in HubSpot alongside your invoices.

If you're a Super Admin, learn how to opt your account into the beta.

Create credit memos

1. In your HubSpot account, navigate to Commerce > Credit Memos.
2. In the upper right, click Create Credit memo.
3. Save the credit memo as a draft at any time by clicking Save in the upper left. Draft credit memos can be managed from the credit memo index page.
4. To associate the credit memo with a contact
   • Click Add contact.
   • In the right panel, search for and select a contact to add it to the credit memo. Or, click the Create new tab to create a new contact record to use on the credit memo. Enter the contact details and click Create.
   • To edit the contact details, hover over the contact and click the edit edit icon. Update the contact details in the right panel and click Save. Editing the contact details will update the contact record in the CRM.
   • To replace the contact, click the replace replace icon. Select a new contact in the right panel.
   • During creation, each credit memo can be associated with one contact. Once created, you can add additional contacts using the associations in the right sidebar.
5. If the contact is associated with a company, the company will automatically be added. If no company is associated, to associate the credit memo with a company:
   • Click Add company.
   • In the right panel, search for and click a company to add it to the credit memo. Or, click the Create new tab to create a new company record to use on the credit memo. Enter the company details and click Create.
   • To edit the company details, hover over the company and click the edit edit icon. Update the company information in the right panel and click Save. Editing the company will update the company record in the CRM.
   • To replace the company, click the replace replace icon. Select the company in the right panel.
   • To delete the company from the credit memo, click the delete delete icon.
   • During creation, each credit memo can be associated with one company. Once created, you can add additional companies using the associations in the right sidebar.
6. To add a billing address to the credit memo:
   • If you've selected a company, select the Same as company address checkbox to use the same address as the company record.
   • To add a different address, click Edit under Billing address.
   • In the right panel, enter the address details.
   • Click Apply.
7. To add a shipping address to the credit memo:
   • If you've selected a company, select the Same as company address checkbox to use the same address as the company record.
   • To add a different address, click add Add shipping address.
   • In the right panel, enter the address details.
   • Click Save.
   • To edit the shipping address, click Edit.
   • To delete the shipping address, click Delete.
8. In the Line items section, add the items being credited to the buyer. Learn how to use line items with credit memos.
9. In the Comments field, add any notes for your buyer. For example, you could add payment terms, legal information, or any other important information in the comments. Use the text options at the bottom of the text field to format your text, add a hyperlink, or insert a snippet (you can use snippets to create pieces of text. For example, if you regularly use the same terms on a credit memo, you could create it as a snippet to use each time).
10. Click Advanced settings to set the language, locale, domain, and content slug of the credit memo:
    • By default, the language used for titles and labels on the page is set to English. To update this to another language, click the Language dropdown menu then select a language. Titles, labels, and the credit note currency will be displayed in the selected language.
    • By default, the date and address format will use United States format. To update this to another format, click the Locale dropdown menu then select a locale.
    • To set a custom credit memo URL using any of your connected domains, click the Domain dropdown menu, then select a domain. You can also enter a custom slug in the Content slug field. A preview of the credit memo URL is displayed below the URL fields.
11. In the upper right, click Preview to preview your credit memo.
12. In the upper right, click Finalize to create your credit memo.

Apply a credit memo to an invoice

Before applying a credit to an invoice, please note the following:

• Credit memos can be applied to one-time invoices, not recurring invoices.
• Credit memos can't be applied to paid or voided invoices.
• The credit memo and the invoice must share the same billing contact.
• Credits can be for a partial amount, or the full amount of the invoice.

To apply a credit memo to an invoice:

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the invoice number of the invoice you'd like to add the credit memo to. In the right panel, in the upper right, click Actions, then select Edit. Or, create a new invoice.
3. In the Summary table, under Total, click + Add available credit.
   
   
4. Click the Credit memo dropdown menu and select a credit memo.
5. In the Amount applied field, enter the amount of credit.
6. In the top right, click Update invoice if editing an existing invoice, or Create if creating a new invoice.
7. Choose if you want to send the invoice via email, copy the invoice link, or download a PDF version of the invoice.
8. To view the associated credit memo, and adjusted balance due:
   • In your HubSpot account, navigate to Commerce > Invoices.
   • Click the invoice number of the invoice you applied the credit to.
   • The adjusted balance due will display on the About this invoice card. The applied credit memo will display on the Credit memos card.
     
     
   • Click View associated Credit memo externalLink.
     
     

Delete a credit memo from an invoice

1. In your HubSpot account, navigate to Commerce > Invoices.
2. Click the name of the invoice.
3. In the upper right, click Actions and select an Edit.
4. Click the delete delete icon next to the credit memo.
   
   

Credit memo statuses

Credit memos can have different statuses, based on how they've been applied.

• Draft: the credit memo is being drafted but isn't finalized. Draft credit memos can't be applied to invoices.
• Unapplied: the credit memo has been created, but not yet applied to an invoice.
• Partially applied: the credit memo amount has been partially applied to an invoice (e.g., $50 of a $100 credit memo has been applied to the invoice).
• Applied: the full amount of the credit memo has been applied to an invoice.
• Voided: the credit memo has been voided.

Manage credit memos

View and manage credit memos from the credit memo index page. Below, learn how to filter, preview, edit, and export credit memos.

View and filter credit memos

To view credit memos:

1. In your HubSpot account, navigate to Commerce > Credit Memos.
2. You can view all credit memos in the table. To edit the columns that appear in the table, click Edit columns in the upper right of the table.
3. To view an individual credit memo:
   • Hover over a credit memo and click Preview. In the right sidebar, you can view the credit memo details, and other records associated with the credit memo.
   • In the right panel, in the upper right, click Actions.

1. • Click View credit memo externalLink.
     
   • The credit memo will open in a new browser tab or window.
2. To filter the index page by specific credit memo properties:
   
   • Click advancedFilters Advanced filters above the table.
   • In the right panel, search for and select the property you want to filter by, then set the filter criteria.
   • To select another property to add to the filter, click + Add filter.
   • To filter by the property you've selected, or another filter, under OR, click + Add filter group.
   • Click the X in the upper right of the panel when you've set up your filter. Learn more about setting up filters and saving views.

Edit draft credit memos

Credit memos with a Draft status can be edited. Credit memos in other statuses can't be edited.

1. In your HubSpot account, navigate to Commerce > Credit Memos.
2. Hover over a credit memo and click Preview.
3. In the right panel, in the upper right, click Actions.
4. Click Edit.
5. Continue configuring your credit memo.

Copy the link or download a credit memo

A link for a credit memo can be copied, or a credit memo can be downloaded if it has an Unapplied, Partially applied, Applied, or Voided status. Links can't be copied, and credit memos can't be downloaded if they have another status.

1. In your HubSpot account, navigate to Commerce > Credit Memos.
2. Hover over a credit memo and click Preview.
3. In the right panel, in the upper right, click Actions.
   • Click Copy link to copy a link to the credit memo. For example, you could then paste the link in an email to send to the buyer.
   • Click Download to download a PDF version of the credit memo.

Void or delete credit memos

• Credit memos with an Unapplied status can be voided. Credit memos in other statuses can't be voided.
• Credit memos with a Draft, Unapplied, or Voided status can be deleted. Credit memos in other statuses can't be deleted.

1. In your HubSpot account, navigate to Commerce > Credit Memos.
2. Hover over a credit memo and click Preview.
3. In the right panel, in the upper right, click Actions.
   • Click Void to void the credit memo. In the dialog box, click Void to confirm.
   • Click Delete to delete the credit memo. In the dialog box, type the number of credit memos to delete, then click Delete to confirm.
4. You can also bulk delete credit memos:
   • In your HubSpot account, navigate to Commerce > Credit Memos.
   • Select the checkboxes next to the credit memos you want to delete.
   • Above the table, click delete Delete.
     
     
   • In the dialog box, type the number of credit memos to delete, then click Delete to confirm.

Associate other records with credit memos

Add associations to credit memos from the credit memo index page. You can associate credit memos with contacts, companies, and deals. Credit memos can only be associated to invoices by applying a credit memo to an invoice.

1. In your HubSpot account, navigate to Commerce > Credit Memos.
2. Hover over a credit memo and click Preview.
3. In the right sidebar, click + Add on an association card (e.g., Contacts).
4. In the right panel, search for and select the checkboxes next to the records you want to add. Click Save to add them to the credit memo. Or, click the Create new tab to create a new record to use on the credit memo. Enter the details of the new record and click Create to add it to the credit memo, or Create and add another to create another record.

Export credit memos

1. In your HubSpot account, navigate to Commerce > Credit Memos.
2. Click Export in the top right of the table to export credit memos.
3. In the dialog box:
   • Enter an export name in the Export name text box.
   • Click the File format dropdown menu, and select a format.
   • Click the Language of column headers dropdown menu and select a language.
   • Click Customize to customize the export further:
     • Under Properties included in export select an option for which properties to include in the export.
     • Under Associations included in export, select the Include associated record name checkbox to include associated record names (e.g., the invoice name).
     • Under Associations included in export, select whether to include up to 1,000 associated records, or all associated records.
   • Click Export. Learn more about exporting records.