Free Virtual Assistant Credit Note Template
Create credit notes for virtual assistant retainer refunds, unused hours, and billing corrections. Free PDF, no signup.
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When does a virtual assistant issue a credit note?
A virtual assistant issues a credit note when billed hours go unused or a block is reduced, such as unused hours of a monthly retainer or hours removed from a confirmed block. The note references the original invoice, names the work credited, and reduces what the client owes.
Typical line items
- Original invoice number and date
- Monthly retainer partial refund, eight of twenty hours unused
- Scope reduction credit, twelve hours removed
- Reason for the credit
- Credited amount
- Adjusted balance due
- Tax adjusted accordingly
How the work is charged
Credit unused retainer hours at the agreed hourly rate from the original invoice for the hours not worked. A reduced block is credited at the same rate for the hours removed.
Payment terms and deposits
Carry the credit forward against the next invoice or refund it to the original payment method, referencing the original invoice number. Show the revised balance so the client can reconcile.
Tax and compliance
Where the original invoice carried VAT or sales tax, a credit note usually reverses that tax in proportion to the amount credited. Confirm the rules that apply to you.
Frequently asked questions
A client ended their retainer agreement mid-month after pre-paying. How do I calculate the credit?
Credit the hours that remain in the billing period minus any work completed after the termination notice was given. If the retainer is a flat monthly fee, prorate it by the number of working days remaining. Describe the calculation clearly on the credit note so the client can verify the figures.
I invoiced a project at an estimated 30 hours but only needed 22. Should I issue a credit note?
Yes, if the client paid based on the 30-hour estimate, issue a credit note for the 8 hours not used at your agreed hourly rate. Some clients prefer this as a credit against future work rather than a cash refund. Confirm their preference before processing the credit note.
Can I issue a credit note if a client disputes the quality of a deliverable?
You can, but you are not obligated to unless your contract includes a satisfaction guarantee or you accept that a service was not delivered as agreed. If you believe the work was delivered to the agreed standard, investigate the dispute first. If you decide a credit is warranted as a commercial resolution, issue the credit note and document the reason.
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Read the complete credit note guide to see when to issue one and how it adjusts an invoice already sent.
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