Credit notes & refunds

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Configuring your credit notes

Credit notes are generated manually or when you create a credit note from an invoice. You can customize the credit note template in the Settings > Invoicing section. You have access to:

• The credit note number pattern
  • The available variables are: number, YYYY, MM, DD.
  • number is mandatory.
• The next credit note number. This is a read-only field that shows the next credit note that will be generated. If you want to update the value, please contact our support team.
• The credit note legal information. This field is optional.
• The additional credit note footer. This field is also optional.

By clicking on the globe on the right side of the text area, you can translate both the legal and additional information into multiple languages. The relevant language will be automatically selected when the credit note is generated.

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Create a credit note

You can create a credit note from any invoice with the following statuses: paid, partially paid, to pay, or error. Prerequisites and restrictions:

• You cannot create a credit note for an invoice that has already been fully refunded (indicated by the refundedAt timestamp)
• If an invoice has been partially refunded, you can create additional credit notes up to the remaining refundable amount
• Credit notes cannot be created for invoices imported from external billing systems (see Ad-hoc credit notes for alternatives)

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Credit note options

The creation modal includes the following options:

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Partial credit note

By default, the credit note is created for the full invoice amount. Enable this option to create a partial credit note by selecting specific line items. When enabled, a table displays all line items from the original invoice with the following columns: You can adjust both the quantity and the unit amount for each selected line item. The credited amount cannot exceed the original line item amount minus any amounts already credited for that line item. Maximum refundable amount calculation: The maximum refundable amount is calculated as the total invoice amount minus the sum of all non-voided credit notes already issued. Voided credit notes are excluded from this calculation, allowing you to create new credit notes if a previous one was voided.

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Send credit note via email

When enabled, the credit note will be sent to the customer via email upon creation. This option is checked by default but only available if the customer has an email address configured for invoices.

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Refund transaction

Enable this option to process a refund along with the credit note. The availability of refund methods depends on the invoice status and payment method. Refund availability by invoice status:

• Paid invoices: All refund methods are available (subject to additional restrictions below)
• Partially paid, to pay, or error invoices: The refund transaction option is disabled. You can only create a credit note without processing a refund

Available refund methods:

• Refund on original payment method: Refunds the amount to the payment method used for the original invoice. Available when:
  • The invoice status is paid
  • The invoice was paid using an automatic payment method (not bank transfer)
  • The invoice has not been previously refunded
  • For GoCardless transactions: At least 7 days have passed since the invoice settlement date
• Refund on customer wallet: Adds the credited amount to the customer’s wallet balance. Available when:
  • The invoice status is paid
  • Wallets are enabled in your settings
  • For invoices paid via bank transfer, this is the primary refund method available
• Mark as refunded outside of Hyperline: Creates a record of an external refund transaction. Available for paid invoices when automatic refund methods are not available or when you prefer to handle the refund manually

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Invoice status changes

When you create a credit note, the status of the original invoice changes based on its current state:

• To pay invoices: Creating a credit note automatically voids the original invoice, unless the invoice has a pending payment transaction (to_process, pending, or scheduled status). If a payment transaction is pending, the invoice will not be voided to prevent conflicts with the ongoing payment process. The invoice status changes to voided, and it can no longer be collected. The invoice remains visible in your system for audit and compliance purposes.

• Paid invoices: The invoice status remains paid, but the system tracks that a credit note has been issued. The invoice displays an indicator showing that a credit note has been created.
• Partially paid invoices: The invoice status remains partially paid. The credit note reduces the amount that can be refunded in the future, but does not change the invoice’s payment status.
• Error invoices: The invoice status remains error. Credit notes can be created to resolve billing discrepancies.

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Credit note lifecycle

Credit notes can be voided if they were created in error or need to be corrected. When a credit note is voided:

• The credit note status changes to voided
• Voided credit notes are excluded from refundable amount calculations
• You can create new credit notes up to the full invoice amount (minus any other non-voided credit notes)
• The voided credit note remains visible in the system for audit trail purposes
• The original invoice status is not automatically restored when a credit note is voided

To void a credit note, navigate to the credit note detail page and use the void action from the actions menu.

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Visualize your credit notes

To view and manage your credit notes:

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Ad-hoc credit notes

Ad-hoc credit notes are standalone credit notes that are not linked to an existing invoice in Hyperline. This feature is useful when you need to issue a credit note for an invoice created in a different billing system or when providing a credit that doesn’t correspond to a specific invoice. Key characteristics:

• Not automatically applied to any invoice (manual application required if you want to offset amounts)
• Do not affect the refundable amount calculations of existing invoices
• Can be sent to customers via email
• Follow the same template configuration as regular credit notes

To create an ad-hoc credit note, use the Create invoice button in the customer details page.