🎓 Credit notes
In this video, you'll learn:
- What a credit note is and how it’s used in Storeganise for processing refunds.
- How Storeganise automatically generates credit notes during move-outs.
- Identifying credit notes in the invoice list and understanding their structure.
- Issuing refunds through integrated payment gateways or manual payment entries.
- Creating manual credit notes for custom refund scenarios by entering negative values.
By the end of this video, you'll understand how to manage and track refunds effectively using credit notes in Storeganise.
Next up in this module: Utilizing prepayments for unit rentals
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View the transcript
A credit note is a type of invoice with a negative total, used to process and track refunds for your customers in Storeganise.The most common use of credit notes is during a move-out. When a customer moves out of a unit, and you choose to refund a deposit or unused rent, Storeganise automatically creates a credit note.
In your invoice list, credit notes are clearly marked with a "credit note" tag next to the total.
When you open a credit note, you’ll see a negative total balance, indicating funds need to be returned to the customer. From here, you can either add a manual payment or use the "Refund customer" button.
The "Refund customer" button only works if your Storeganise account is connected to a supported payment gateway, such as Stripe. Not all gateways support this function, so check with the Storeganise support team if you are uncertain. If it is supported, clicking this button will automatically refund the amount to the customer’s registered payment method.
If the refund was processed outside of Storeganise—for example, by cash or cheque—you can click "Add a manual payment" and enter the transaction details manually. Once the credit note is settled, it will update to a green "paid" status, just like any regular invoice.
You can also create manual credit notes for any individual refund needs. To do so, navigate to a unit rental and open the "Invoices" tab. Click the plus button to create a new invoice and enter an invoice date.
In the item section, click the plus button to add a line item to the invoice. You can choose a predefined charge from your main settings or enter a custom one. To make the invoice a credit note, simply enter the amount as a negative value.
Credit notes allow you to issue and track refunds for any scenario based on the needs of that rental account.