This article explains what a credit memo is and its purpose in your Aircall billing. You'll also learn how to locate your credit memos.
What is a credit memo?
A credit memo is an official financial document issued to clients when an invoice needs to be corrected.
💡 Note: Aircall does not modify invoices once issued.
In order to adhere to accounting best practices, any adjustments to company billing details, pricing, or tax information must be handled through a credit note and a rebill (with a different invoice number).
Example of credit note:
The format of a credit memo is the same as that of an invoice. The number in the top right corner starts with "CM," while invoices start with "INV." Pay attention to the credited period and quantity, as they may differ from the original billed line due to the reason for the credit.
How can I use my credit memo?
Credit memos need to be registered as an independent accounting item. This is a standard accounting practice. The credited amount will not appear directly on the original invoice, in order maintain clear and organized financial records.
Credit memos are automatically deducted to any invoices generated after their issue date in our books. They can be applied to multiple invoices until the full amount is utilized.
If you are unsure which invoices were paid using a credit memo or how much credit remains on your account, you can request a statement of account from our billing team.
💡 See how to request a statement of account here.
How to locate your credit memo(s)
Credit memos can be downloaded at any time by the account owner from the Aircall dashboard.
💡 For guidance on downloading your credits, check this article.
Additionally, credit memos are sent via email to the invoice recipient(s) listed on the account.
💡 If you're unsure which emails are set as invoice recipients on your account, read this article.
Credit memo VS. refunds
⚠️ A credit memo is not proof of a refund. If the document number in the top right corner starts with "CM", it does not indicate that a refund was issued.
However, if the document number starts with "CUSTRFND," this confirms an official refund.