Raising invoices for adjustments

Last updated: May 27, 2026

Overview

Billing adjustments are one-off charges or credits raised against a subscription. They are used to correct billing discrepancies — for example, where a service user was overbilled or underbilled during a period. Once created, an adjustment sits in a scheduled status until it is included in a manual invoice.

When invoiced, the adjustment moves to complete and a full audit trail is maintained.

Statuses

Status

Meaning

Scheduled

The adjustment has been created but not yet invoiced

Complete

The adjustment has been included in an invoice

Cancelled

The adjustment was cancelled and will not be invoiced

Step-by-step: Creating and raising an adjustment invoice

Step 1 — Create a billing adjustment

  1. Navigate to the relevant booking and open the Billing adjustments tab via the Funding tab.

  2. Click Add adjustment.

  3. Complete the form:

    • Subscription — select the subscription the adjustment relates to.

    • Description — enter a clear description of the reason for the adjustment (up to 200 characters).

    • Direction — select Debit for a charge or Credit for a refund.

    • Amount — enter the value in pounds.

  4. Click Save. The adjustment is created with a status of Scheduled.

Step 2 — Edit an adjustment (optional)

While an adjustment has a Scheduled status, you can update the description or amount.

  1. Locate the adjustment in the table.

  2. Click the row actions menu and select Edit.

  3. Make your changes and save.

Only manually created adjustments can be edited. System-generated adjustments (such as backdating or cancellation credits) cannot be changed.

Step 3 — Raise an invoice

  1. Locate the scheduled adjustment in the table.

  2. Click the row actions menu and select Raise invoice.

  3. The create invoice dialog will open with the adjustment pre-populated as a line item.

  4. Set the invoice date and due date.

  5. Add any additional line items if needed.

  6. Click Create invoice.

The invoice is created and the adjustment status updates to Complete. The invoice reference will appear in the adjustments table.

Frequently asked questions

Q: Can I edit an adjustment after it has been invoiced? A: No. Once an adjustment has been included in an invoice (status: Complete), it can no longer be edited or cancelled.

Q: Can I raise an invoice for multiple adjustments at the same time? A: Yes. When creating a manual invoice, you can include multiple adjustments as separate line items in a single invoice.

Q: What is the difference between a debit and a credit adjustment? A: A debit is an additional charge added to the subscription — for example, to recover underpaid fees. A credit reduces the amount owed — for example, to correct an overbilling.

Q: Can I add a new adjustment directly when raising an invoice, without creating it first? A: Yes. The create invoice dialog allows you to add new adjustments as line items at the point of raising the invoice, without needing to create them separately in advance.

Q: Who can create and raise adjustment invoices? A: You need invoicing permissions within the Pro billing module. If you do not see the option to create adjustments or raise invoices, speak to your system administrator to check your access.

Q: What are system-generated adjustments? A: Some adjustments are created automatically by Found — for example, when a contribution rate changes retroactively (backdating) or when a subscription is cancelled. These cannot be manually edited, but they can be included in a manual invoice in the same way as a manually created adjustment.

Q: Can I cancel a system-generated adjustment? A: No. Only manually created adjustments can be cancelled. System-generated adjustments are managed by Found automatically.

Q: What happens if a booking has no active subscriptions? A: You will see a warning in the create adjustment form indicating that no active subscriptions are available. An adjustment cannot be created without a linked subscription.