A credit note is a document from a supplier that reduces what you owe them, for example after a return, a discount, or a billing mistake. It isn't a refund: the money usually stays as credit on your account with the supplier, ready to use against a future bill. Receiptor AI keeps credit notes apart from invoices and receipts, so they reduce your costs instead of adding to them.
Add credit notes the same way as your other financial documents (receipts, invoices, and bills):
Upload or WhatsApp: upload the file or send it on WhatsApp. Credit notes are collected by default.
Connected email inbox: credit notes are collected by default. If you turned them off or chose other document types for an inbox, open Collect, choose Settings for the inbox, and tick Credit Notes under Document types for analysis.
Receiptor AI recognises the document type when it reads the document. If a credit note was saved as an invoice or receipt, open it and change Document type to Credit Note.
Open the credit note to review what Receiptor extracted.
Enter the figures as printed. Type the subtotal, tax, and total exactly as the supplier printed them, as positive numbers or with minus signs. A minus sign isn't needed: Receiptor records the document as a credit either way.
Look for the Credit badge. A Credit badge next to Document totals shows the document is treated as a credit that reduces your costs.
Check the credit note number. Receiptor uses the Credit note number as the credit's reference when it exports, not the number of the invoice it credits.
A credit note that hasn't been refunded is exported as a supplier credit:
QuickBooks Online: a Vendor Credit (called a Supplier credit in some regions).
Xero: a bill credit note (an Accounts Payable credit note), using the status you set for new Bills.
In both cases, the credit:
uses the same expense account, tax, currency, and tracking choices a bill in that category would use, so it reduces the cost it relates to;
carries the credit note's own number and has the original credit note attached;
exports on its own, even when it's linked to the bill it credits. The bill still exports as a normal Bill for its full amount;
is matched first: if exactly one matching supplier credit already exists, Receiptor attaches the credit note to it instead of creating another, and asks you to choose if several could match.
Receiptor never applies the credit to a bill. You decide which bill it reduces: apply it in QuickBooks Pay bills, or allocate it to the bill in Xero. In Xero, approve the credit note first if it's still a Draft or Awaiting Approval.
Sometimes the supplier pays the credit back instead of keeping it on your account. Receiptor holds a credit note back only when the document shows a refund date or refund reference, or is linked to a receipt for the refund itself (same supplier, same amount and currency, money coming back to you). A refunded or paid status alone doesn't hold it back.
The export then asks Was this credit refunded? and gives you these choices:
The credit stayed on your account: choose It stayed on my account: send as a Vendor Credit (QuickBooks) or It stayed on my account: send as a Credit Note (Xero). Receiptor sends it as a normal supplier credit.
The money was refunded: record the credit and its refund in QuickBooks or Xero yourself. Receiptor can't record refunds yet.
The refund details are wrong: choose Open credit note, correct it, and retry the export.
A receipt linked to a credit note that isn't the refund, such as the original purchase, exports on its own.
An invoice or receipt with a negative total means money coming back to you, so Receiptor never posts it as a cost. The export needs action until you fix it: if it's a credit from the supplier, change its type to Credit Note and export again. Otherwise, correct the total.
Automation conditions can filter by Document Type. Choose Credit Note to export, label, or store credit notes on their own, or to keep them out of a rule.
Upload it or send it like any other financial document, then open it and check the figures. Enter them as printed, with or without minus signs. If it was saved as an invoice or receipt, change Document type to Credit Note.
Connected inboxes collect credit notes by default, but each inbox only looks for the document types ticked in its settings. If credit notes were turned off for that inbox, or it uses a custom selection, open Collect, choose Settings for the inbox, and tick Credit Notes under Document types for analysis. You can also upload the credit note directly.
Receiptor creates the credit and leaves it open, because only you know which bill the supplier meant it for. Apply it in QuickBooks Pay bills, or allocate it in Xero.
See the QuickBooks integration guide and the Xero integration guide for how each export works.
