When to Use a Correction Invoice
Use a correction invoice to fix errors on previously issued invoices without deleting or directly editing the original. This approach helps you keep your accounting records accurate.
Create a correction invoice when:
You entered the wrong amount, tax rate, or service on the original invoice.
You need to cancel or adjust an invoice, regardless of whether it has been paid.
You want to record a change without affecting the reconciliation history.
Correcting an Invoice vs. Writing Off an Invoice
Writing off an invoice means you no longer expect payment. The invoice status changes from unpaid to written off.
Correcting an invoice means you still expect payment, but for a different amount or line item. The original invoice stays in your records, and Cobot creates an additional correction invoice to reflect the changes.
How to Create a Correction Invoice
In order to correct an already issued invoice in Cobot:
Go to Manage » Invoices.
Click on the invoice you want to correct.
Click on Correct Invoice.
This will open a new correction invoice template pre-filled with the original invoice details. The invoice amount will appear as a negative value, effectively reversing the original amount.
Writing Off the Original Invoice
If you want to completely write off the original invoice—for example, if you forgot to cancel a member’s membership on time—check the Write off original invoice box at the bottom of the correction invoice template. Then click Save Invoice to finalize the correction.
⚠️ The option to write off the original invoice is only available if the original invoice has not been paid.
After you click Save Invoice, Cobot creates a new invoice that mirrors the original. The only differences are that it's labeled Credit Note and the amount appears as a negative value.
Cobot also updates your activity feed with a comment indicating that a correction invoice was generated. The comment includes a link back to the original invoice.
When you open the correction invoice as a PDF, you’ll see a reference note that points to the original invoice it corrects.
Correcting Parts of the Original Invoice
To correct only part of an original invoice, update the amounts directly in the correction invoice template.
Example: A member receives invoice No. 123 for a full month of membership fees (600 USD), but they should have only been charged for two-thirds of the month.
To correct this:
Open invoice No. 123.
Click on Correct Invoice.
In the correction invoice template, which defaults to -600 USD, change the amount to -200 USD—the overcharged amount.
Save and send the correction invoice to the member.
If the original invoice was already paid, refund the 200 USD to the member.
Mark the correction invoice as paid.
The member will receive the correction invoice with a reference to the original, shown near the bottom of the PDF. If you issue multiple corrections, each new correction invoice will reference the original invoice or the most recent correction.
☝️ When you create a correction invoice, you can add internal notes for admins to explain what was changed and why. These notes are not visible to members.
How Correction Invoices Appear in Your Cobot Account
In your invoice list:
You’ll find correction invoices under Manage » Invoices, alongside regular invoices. The activity feed marks them as correction invoices and includes a link to the original invoice they correct.
When you open a correction invoice as a PDF, you’ll see a reference note pointing to the original invoice.
In your analytics:
Correction invoices appear like regular invoices in your analytics. You can view them under Analyze » Revenue, where they’re included in the revenue data.
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