Create credit memos

Use credit memos to reduce or adjust the amount owed on an existing invoice. You can create credit memos directly from invoices.

After applying a credit memo to an invoice, you can edit or remove it from the invoice. Manage credit memos from the index page, including editing draft credit memos and voiding or deleting finalized credit memos. 

Create credit memos

1. In your HubSpot account, navigate to Commerce > Credit Memos.
2. In the upper right, click Create Credit memo.

Configure your credit memo

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.

Select your brand

If you use Brands, you can assign a credit memo to a brand, helping separate credit memos for different businesses. Learn more about using Brands.

Once a brand is selected:

• The credit memo will inherit the logo, colors, and fonts from the brand kit of the brand. 

• The Brands column will be visible on the credit memos index page.

To update the brand:

1. Click the Brand name in the upper right. 
2. Click the Brand dropdown menu and select the brand.
3. Click Apply.

Set up credit memo billing

1. Click add Add contact.
2. 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 add to the credit memo. Enter the contact details and click Create.
3. 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.
4. To replace the contact, hover over the contact and click the replace replace icon. Select a new contact in the right panel. Or, click the Create new tab to create a new contact record to add to the credit memo. Enter the contact details and click Create.
5. 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.

1. Click add Add company.
2. 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 add to the credit memo. Enter the company details and click Create.
3. 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.
4. To replace the company, hover over the company and click the replace replace icon. Select the company in the right panel. Or, click the Create new tab to create a new company record to add to the credit memo. Enter the company details and click Create.
5. To delete the company from the credit memo, hover over the company and click the delete delete icon.
6. 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.
7. To add a billing and shipping addresses to the credit memo:
   • If you've added a company, under Billing address and Shipping address, select the Same as company address checkboxes to use the same address as the company record for billing and shipping.
   • To add different addresses, clear the Same as company address checkboxes and click Edit address. In the right panel, enter the address details and click Save.
   • After adding a shipping address, to edit it, under Shipping address, click Edit.
   • After adding a shipping address, to delete it, under Shipping address, click Delete.
8. To add a credit memo date, number, and PO number, in the upper right:
   • Under Credit memo date click the date picker and select a date. 
   • In the Credit memo number field, enter a credit memo number.
   • In the PO number field, enter a PO number. This is an optional field.

Add line items

In the Line items section of the credit memo editor, you can add line items and include discounts, taxes, and fees. Learn more about line items and how they're used in HubSpot.

To add line items:

1. Click the Currency dropdown menu and select a currency. Learn more about supported currencies.
   
   
   
2. Click Add line item above the line items table 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 Shopify integration.
     • Search by product name, product description, or SKU. Click advancedFilterAdvanced filters to refine your search.
     • Select the checkboxes next to the products you want to add, then click Add. The products in your product library won't be affected.
   • Create custom line item: if you have Create custom line items permissions, this option creates a new custom line item unique to the credit memo.
     • In the right panel, under Line item information, enter the line item details. 
     • If you've set up tax rates in your tax library, under Adjustments and Tax, click the Tax rate dropdown menu and select a rate.
     • Under Price, select the pricing model, and enter the unit price, quantity, and unit cost.
     • Select the Save line item to the product library checkbox to add the custom line item to your product library. Learn more about adding products to your product library.
     • Click Save, or Save and add another.
       
       
       
3. To edit the columns displayed, including the option to freeze columns so they display when scrolling the line items table, in the upper right of the line items table, click Edit columns. Learn more about editing and freezing columns. 
   • To freeze columns, in the upper right, click the Frozen columns dropdown menu and select the number of columns to freeze,
   • Select the checkboxes next to the columns you'd like displayed in the line items table.
   • To reorder the columns, click and drag a column using the dragHandle drag handle.
4. Edit individual line item details in each column, such as unit price, quantity, or unit discount. Enter the updated value in the corresponding column. Learn more about unit discounts.
   
   
   
5. To edit, clone, or delete a line item, hover over the line item, click Actions, then select an option:
   • Edit: edit the line item for this credit memo only. The product library isn't affected.
   • Delete: delete the line item from the credit memo.
   • Clone: create a new line item with the same details.
6. To reorder the line items, click and drag a line item using the dragHandle drag handle.

Add taxes, discounts, and fees

In the Summary section, you can add one-time discounts, fees, and taxes to the credit memo subtotal. Learn more about discounts. You can also add tax rates to use across your products and services, rather than adding one-time taxes to your subtotal.

1. To add a one-time tax, fee, or discount, click + Add discount, fee, or tax then select an option.
2. Enter a name for the discount, fee, or tax and a value in the text field. The tax, fee, or discount value can be based on a specific amount, or a percentage (%) of the total.
3. To delete a discount, fee, or tax, click the delete delete icon to the right of it.

Review the summary

Add comments

Add notes for your buyer in the Comments field, such as payment terms or legal information. 

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 you're adding comments to a credit memo).

Advanced settings

1. Click to expand the Advanced settings section to set the language, locale, domain, and content slug of the credit memo.
2. By default, the language used for titles and labels on the page is set to English. To change the language, click the Language dropdown menu then select a language. Titles, labels, and the credit memo currency will be displayed in the selected language.
3. By default, the date and address format will use United States format. To change the format, click the Locale dropdown menu then select a country.
4. To set a custom credit memo URL using any of your connected domains, click the Domain dropdown menu, then select a domain. To use a custom slug, in the Content slug field, enter a custom slug. A preview of the credit memo URL is displayed below the URL fields.

Preview and create

1. Click Preview in the upper right to see how the credit memo will appear to the buyer. The credit memo will use the logo and colors of your brand, if you're using the Brands add-on, or the logo and colors set in your branding settings.
2. To finalize the credit memo, click Create in the top right.

Next steps

• Apply a credit memo to an invoice.
• Manage credit memos including editing drafts, downloading, voiding, deleting, exporting, and associating credit memos with other records.

• Manage invoices including editing, voiding, deleting, tracking, and exporting.

• Manage payments, including issuing refunds, resending receipts, downloading reports of your payments and payouts, exporting payment data, and more.