Credit notes and voiding an invoice
Reduce what an issued invoice asks for with a credit note, or void an invoice that should never have been sent.
Updated 18 October 2026
Why this exists
Editing an invoice after it has been sent leaves the family and your accounts disagreeing about what was asked for. For finance staff and admins, a credit note reduces an issued invoice with a recorded reason, and a void cancels one sent by mistake. Both leave a clear trail that the family, your bookkeeper and Xero can all follow.
An issued invoice is never edited. To change what it asks for, add a credit note. To cancel one that was sent by mistake and has no payment, void it.
Before you start
You need the invoices.edit permission.
Add a credit note
- Open the invoice from Finance > Invoices.
- Under Credit note, enter the amount in cents (up to the invoice total).
- Pick a category: Refund, Dispute, Goodwill or Other, and add a short note.
- Choose Add credit note.
If your centre has Xero connected and the family has a Xero contact, the credit note is sent to Xero too.
Void an invoice
- Open the invoice.
- Type a reason, for example "duplicate invoice".
- Choose Void invoice and confirm.
Good to know
- A paid invoice, or one with any payment on it, cannot be voided. Add a credit note or refund instead.
- A credit note never takes an invoice below nothing.
- Un-marking a lesson that an issued invoice already shows adds a credit note to that invoice by itself. On a draft, the line simply comes off.