Credit Note Management - Billabex

Credit Note Management

Credit notes represent credits granted to your customers, deducted from the total amount due. They are essential for reflecting the true outstanding balance of an account and enabling the AI agent to adjust its follow-ups accordingly. Billabex lets you add credit notes manually or synchronize them automatically via a connected invoicing tool.

Add a credit note manually

1. Go to the Credit Notes module from the navigation bar
2. Click the Add button
3. Upload the PDF document
4. The platform automatically detects:
  1. The associated customer account
  2. The credited amount
  3. The credit note status
Once the credit note is validated:
  1. It appears in the credit notes list (global or per account)
  2. The account's outstanding balance is automatically recalculated
  3. The credit note is linked to the relevant invoices, visible in the details
InfoYou can also access credit notes from a customer account > Credit Notes tab

Automatic credit note synchronization

If your invoicing tool is connected to Billabex (e.g., Pennylane, Zoho Books), credit notes are:
  1. synchronized automatically
  2. linked to the corresponding accounts and invoices
  3. included in the outstanding balance calculation from the moment they are created
No manual action is required.

Automatic allocation of credited amounts

Once a credit note is recognized by the platform:
  1. The credited amount is automatically allocated across the outstanding invoices of the relevant account
  2. If the credit note covers all invoices, the credit note status changes to settled
  3. If the credit note only covers part, it is applied to one or more invoices and updated accordingly
Credit note = Total invoices due
Credit note < Total invoices due
Credit note > Total invoices due
Credit note = Total invoices due
All invoices are partially or fully settled. The credit note is settled.
Credit note < Total invoices due
Credit note partially applied. The oldest invoice is updated.
Credit note > Total invoices due
Excess retained as credit. The remaining balance will be applied to the next processed invoice.

Impact on collection

The AI agent factors in credit notes when analyzing the outstanding balance and creating the follow-up plan:
  1. It does not follow up on an invoice covered by a credit note
  2. It adjusts follow-ups based on the actual remaining balance, after accounting for all applicable credits