{"id":14229,"date":"2026-08-24T15:43:08","date_gmt":"2026-08-24T13:43:08","guid":{"rendered":"https:\/\/www.accountable.de\/help-center\/how-to-refund-a-client-or-cancel-an-invoice-with-a-credit-note\/"},"modified":"2026-08-24T17:06:29","modified_gmt":"2026-08-24T15:06:29","slug":"how-to-refund-a-client-or-cancel-an-invoice-with-a-credit-note","status":"publish","type":"help_center","link":"https:\/\/www.accountable.de\/en\/help-center\/how-to-refund-a-client-or-cancel-an-invoice-with-a-credit-note\/","title":{"rendered":"How to refund a client or cancel an invoice with a credit note"},"content":{"rendered":"<h1 class=\"font-degular\" id=\"h_ed202dafa1\">\ud83d\udca1 What is a Credit Note <\/h1>\n<p class=\"no-margin font-inter\">A credit note is an official legal document you send to your client to confirm that a credit is being applied to their account. It is the correct way to cancel an invoice, issue a full or partial refund, or correct a billing error, without deleting anything from your accounting records. <\/p>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #feedaf80; border-color: #fbc91633;\">\n<p class=\"intercom-align-center no-margin font-inter\"><b>\u26a0\ufe0f Important:<\/b> never delete a sales invoice, especially if you have already filed the VAT return (if applicable) or if the invoice was sent with Peppol. In that case, you always have to create a credit note instead. <\/p>\n<\/div>\n<p class=\"no-margin font-inter\">Common reasons to issue a credit note: <\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">A client returned goods\/rejected a service;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">There was an under- or overpayment on the original invoice; <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The original invoice contained a pricing, customer detail, etc. error;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Goods were damaged in transit; <\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\">A credit note adds a negative income entry to your books. This way, your accounting stays clean and traceable. For example: <\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Original invoice = +100\u20ac<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Credit note for a partial refund = -50\u20ac<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Total income = +50\u20ac<\/p>\n<\/li>\n<\/ul>\n<hr>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #fed9db80; border-color: #fd3a5733;\">\n<h1 class=\"font-degular\" id=\"h_06b025dd86\">\ud83d\udea8 <b>When are you NOT allowed to issue a credit note?<\/b><\/h1>\n<p class=\"no-margin font-inter\">Issuing a credit note to cancel <b>unpaid revenue<\/b> is not automatically allowed in Belgium.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">If your client has not paid you and you are in dispute with them, you cannot simply issue a credit note to cancel the revenue. The tax authorities may consider this an arbitrary cancellation of income.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">A credit note for non-payment can only be issued when the non-payment is <b>definitive, certain, and clearly established.<\/b> This means you need legal confirmation that you will not be paid, for example:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">A letter from a lawyer confirming the debt is irrecoverable<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">A confirmation from the curator in the case of your client&#8217;s bankruptcy<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\">If you are only partially paid in this context, you should issue a <b>partial credit note<\/b> for the unpaid amount only.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">When in doubt, always consult your tax coach before issuing a credit note for unpaid invoices.<\/p>\n<\/div>\n<hr>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_3dba8f6a1d\">\ud83e\uddfe<b> If you are Subject to VAT<\/b><\/h1>\n<p class=\"no-margin font-inter\">When you are VAT-registered, your credit note must include and exactly match the <b>VAT amount on the original invoice<\/b>. This also gives you the opportunity to recover the VAT you already declared. A mismatch between the two will result in an incorrect correction in your VAT return. <\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">When you create a credit note in Accountable, a legal note is automatically added to the document for the VAT authorities. It states that the VAT must be returned to the State to the extent it was initially deducted, this is what allows you to recover that VAT amount. <\/p>\n<p class=\"no-margin font-inter\">\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #feedaf80; border-color: #fbc91633;\">\n<p class=\"intercom-align-center no-margin font-inter\"><b>\u26a0\ufe0f Important: <\/b>Date the credit note with the day you actually create it; do not backdate it to match the original invoice. Likewise, date the new corrected invoice with the day it is issued. The VAT correction is included in the VAT return for your current quarter, even if the original invoice belongs to an already-submitted, closed quarter or a previous calendar year. What must match the original invoice is not the date, but the reference to it: the credit note should clearly mention the original invoice number and date.<\/p>\n<\/div>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_b5fecf5536\">\ud83c\udff7\ufe0f<b> If you are under the VAT franchise regime (small business exemption) <\/b><\/h1>\n<p class=\"no-margin font-inter\">Under the franchise regime, you do not charge VAT on your invoices and you do not file periodic VAT returns. The same logic applies to your credit notes: <b>no VAT is included.<\/b> <\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">Your credit note still needs to be a proper document that references the original invoice. Since you did not charge or collect VAT on the original invoice, there is no VAT to recover or adjust. <\/p>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #feedaf80; border-color: #fbc91633;\">\n<p class=\"intercom-align-center no-margin font-inter\"><b>\u26a0\ufe0f Important: <\/b>Your credit note is dated with the day you actually create it. What needs to match the original invoice is the reference to it (its invoice number and date), so your bookkeeping stays traceable and consistent with what was originally declared for that period.<\/p>\n<\/div>\n<hr>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_a7cb90b7ee\">\ud83d\udcc4<b> What must a credit note include? <\/b><\/h1>\n<p class=\"no-margin font-inter\">When creating a credit note to cancel a previous invoice in Accountable, it&#8217;s important that it reflects the exact conditions under which the original invoice was created. <\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">Regardless of your VAT regime, every credit note should contain the following things which have to match those of the original invoice: <\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The date of issuance; <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">A credit note number (e.g. CN-2026-001) for tracking; <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Your client&#8217;s name, address, and VAT number (if applicable); <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The number and date of the original invoice(s) being corrected;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The amount being credited;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The applicable VAT rate and amount -&gt; <b>for VAT-registered users only<\/b><\/p>\n<\/li>\n<\/ul>\n<hr>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_e4b4a0de6f\">\ud83d\udcbb Web App &#8211; Step by Step<\/h1>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #feedaf80; border-color: #fbc91633;\">\n<p class=\"intercom-align-center no-margin font-inter\">\ud83d\udca1You can also create a credit note directly from an existing invoice. This allows you to copy each item from the original invoice onto the credit note: <\/p>\n<p class=\"intercom-align-center no-margin font-inter\">Open the invoice -&gt; click the pencil icon to edit -&gt; select Create a credit note.<\/p>\n<p class=\"no-margin font-inter\">\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2519288607\/e3cb2f2063823a7ae364c8b14cd0\/web-invoice-credit-note.gif?expires=1787637600&amp;signature=82a3cf65a3b28973d0e890774655c9bec609f8bb02f4dca27fd8d2a004888881&amp;req=diUmH8t2lYdfXvMW3nq%2BgWqGVImgr186I360tm6v9gRcmzVSAVt4ZGwJhDlV%0AVoSxMcvzpcIHHRqhUvwaCCJ3Cds%3D%0A\" width=\"833\" height=\"480\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/div>\n<ol>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Go to <b>Revenue<\/b> in the left menu; <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Click the 3-dot menu in the top right and select <b>Create credit note<\/b>; <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Click <b>Add a client<\/b> and select the right client; <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">If this is your first credit note, choose whether to keep or change the proposed numbering format (e.g. YYYY-XXX); <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Add the details of your credit note. Enter the amount as a <b>positive value<\/b> and Accountable will automatically treat it as a negative; <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Scroll to the bottom of the invoice template and add the number and date of the original invoice(s) in the <b>Notes and comments<\/b> section; <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Click Continue in the top right, then choose how to finalise it: <\/p>\n<ol>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Save and prepare to send<\/b> to email it directly from Accountable<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Save and download PDF<\/b> to send the PDF manually<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Save and download UBL<\/b> to send the UBL file manually <\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Save and make it recurring<\/b> to send it on a regular basis<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Save and quit<\/b> if you still need to make changes<\/p>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p class=\"no-margin font-inter\">\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2519294865\/a657aaf7a52e93da97f27eb2b834\/web-step-by-step.gif?expires=1787637600&amp;signature=adf5a0c0f9b3ee2df86f22f0b82d9459d1de26585b4cfa9fdabb9e7f961bb2b6&amp;req=diUmH8t3mYlZXPMW3nq%2BgZrAwGux5l18yhCWK%2BlsBNEFZKopcdduIlThdhSF%0AaiT%2FpnclHAtlJR%2FolDOa36WvdL8%3D%0A\" width=\"833\" height=\"480\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<h1 class=\"font-degular\" id=\"h_2cacb20534\">\ud83d\udcf1Mobile App &#8211; Step by Step<\/h1>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #feedaf80; border-color: #fbc91633;\">\n<p class=\"intercom-align-center no-margin font-inter\">\ud83d\udca1You can also create a credit note directly from an existing invoice. This allows you to copy each item from the original invoice onto the credit note:<\/p>\n<p class=\"intercom-align-center no-margin font-inter\">Open the invoice -&gt; tap the 3-dot menu in the top right corner -&gt; Edit invoice -&gt; select Create a credit note.<\/p>\n<p class=\"no-margin font-inter\">\n<div class=\"intercom-container intercom-align-center\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2519295592\/66106f38fff3ef359a773afb19ee\/app-invoice-to-credit-note.gif?expires=1787637600&amp;signature=094149b49c97cb746e8bb1f37336724eddfcffe36460d152b118e803a92f0428&amp;req=diUmH8t3mIRWW%2FMW3nq%2BgUO6D3NOwDAPuvgbQ%2Fm9b7FMjs%2Bntd3xMy9oWXDe%0AX1LAd6hxuQQjyPSQ6CqWnlhfov8%3D%0A\" width=\"235\" height=\"480\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/div>\n<p class=\"no-margin font-inter\">\n<ol>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Go to the <b>Revenue<\/b> tab;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Tap the + icon, then tap <b>Create credit note;<\/b><\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">If this is your first credit note, choose whether to keep or change the proposed numbering format (e.g. YYYY-XXX);<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Tap <b>Client<\/b> and select the right client;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Add the details of your credit note. Enter the amount as a <b>positive value<\/b> and Accountable will automatically treat it as negative;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">In the <b>Additional details section<\/b>, add the number and date of the original invoice(s) in the Comments field;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Tap <b>Preview credit note<\/b>, then Create credit note;<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Choose how to finalise it:<\/p>\n<ol>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Prepare to send<\/b> to email it directly from Accountable<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>View sharing options<\/b> to share via your device<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Save without sending<\/b> if you still need to make changes<\/p>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<div class=\"intercom-container intercom-align-center\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2519298333\/b8405ea54a0e034f673b3f6134c7\/App-step-by-step.gif?expires=1787637600&amp;signature=8add6c36c1860acdb6c809433f4a0a5912a6bc87b65d025fdce3b40dc700d121&amp;req=diUmH8t3lYJcWvMW3nq%2BgeUApdgwF2tvTIoDpgzjXsL12npkaspvqcEjLFmn%0A7nwIjNCB%2F4iqXGUYCnlYMpQFen8%3D%0A\" width=\"235\" height=\"480\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">Any questions? Don&#8217;t hesitate to reach out! \ud83d\ude0a<\/p>\n","protected":false},"excerpt":{"rendered":"<p>What a credit note is, when you need one, and how to create it in Accountable, step by step.<\/p>\n","protected":false},"featured_media":0,"template":"","help_label":[366,374],"class_list":["post-14229","help_center","type-help_center","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to refund a client or cancel an invoice with a credit note | Accountable<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.accountable.de\/en\/help-center\/how-to-refund-a-client-or-cancel-an-invoice-with-a-credit-note\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" 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