Crediting billable extras
Last updated: June 4, 2026
Overview
Crediting a billable extra creates a matching negative charge that cancels the original amount. The original extra is marked as Credited and a reason is recorded for audit purposes.
How to credit a billable extra
Navigate to the billable extras table — either via a booking's funding section or the global Operations > Billable extras page.
Locate the extra with a status of Complete.
Open the row actions menu and select Credit.
The credit form will open. Complete the following fields:
Credit form fields
Reason (required) Enter a clear explanation for why the credit is being applied. This is recorded for audit purposes.
Credit application type (required) Choose how the credit should be applied:
Add to subscription — The credit is applied internally against the collecting subscription. No invoice document is generated.
One-off credit note — A credit note invoice is generated and issued to a funder.
If "One-off credit note" is selected, two additional fields are required:
Funder — Select the funder associated with the booking who should receive the credit note.
Issue date — The date the credit note should be issued. Defaults to today if not changed.
Select Submit to apply the credit.
A confirmation message — Billable extra credited — confirms the credit has been applied successfully.
What happens after crediting
The original extra is marked as Credited and becomes read-only — it can only be viewed, not edited or deleted.
A new negative billable extra is created, mirroring the original amount, net amount, and VAT amount as negative values. Its reference is prefixed with Credit: followed by the expense type name.
If a credit note was selected, the credit note invoice is generated and linked to the chosen funder.
If "Add to subscription" was selected, the credit is added to the subscription's collection without generating an invoice document.
Frequently asked questions
Q: Can I credit a billable extra that is in Pending or Scheduled status? A: No. Only extras in Complete status (meaning they have already been invoiced) can be credited. Pending and Scheduled extras can be edited or deleted instead.
Q: Can I credit an extra that has already been credited? A: No. Once an extra has been credited it is read-only. The Credit action is no longer available.
Q: What is the difference between "Add to subscription" and "One-off credit note"? A: "Add to subscription" applies the credit internally against the collecting subscription — no invoice document is produced. "One-off credit note" generates a formal credit note invoice that is issued to a named funder associated with the booking. Use "One-off credit note" when the credit needs to be communicated externally to a funder.
Q: Do I need to select a funder when crediting? A: Only if you choose "One-off credit note" as the credit application type. A funder is not required when applying the credit to a subscription.
Q: What does the Credited status mean on a billable extra? A: It means the extra has been reversed. The original charge remains visible in the table for audit purposes and is marked as Credited, but it no longer contributes to the outstanding balance.
Q: Can I undo a credit once it has been applied? A: No. Credits are not reversible through the interface. If a credit was applied in error, contact your administrator.
Q: Is there a character limit on the credit reason? A: Yes — the reason field has a maximum of 500 characters.
Q: Who can apply credits to billable extras? A: Users with the permission to create billable extras are able to apply credits. If the Credit action is not visible in your row actions menu, you may not have the required permission — contact your administrator.