Free Web Designer Credit Note Template
Issue credit notes for web design project cancellations, scope reductions, and billing corrections. Free PDF, no login.
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When does a web designer issue a credit note?
A web designer issues a credit note when an invoiced project is cut back or a plan goes unused, such as pages removed from a contract or unused months of a maintenance plan. The note references the original invoice, names the work credited, and reduces the client's balance.
Typical line items
- Original invoice number and date
- Scope reduction, four pages removed from contract
- Prepaid maintenance credit, two months unused
- Reason for the credit
- Credited amount
- Adjusted balance due
- Tax adjusted in proportion
How the work is charged
Credit removed pages at their share of the build fee on the original invoice. Unused maintenance months are credited at the monthly rate for the months not provided.
Payment terms and deposits
Set the credit against the next invoice or refund it to the original payment method, quoting the original invoice number. Show the revised balance so the client can reconcile.
Tax and compliance
If the original invoice charged sales tax or VAT, the credit note generally reverses that tax in proportion to the amount credited. Digital services across borders can change how tax applies, so confirm what applies to you.
Frequently asked questions
A client wants to cancel their website project halfway through. How do I work out what to credit?
Base the credit on the proportion of work not yet delivered, as defined in your contract or proposal. If you have a milestone structure, credit the value of milestones not yet reached. If you charge by the hour, credit the hours remaining from the estimated total. Document the calculation clearly on the credit note.
Should I issue a credit note if a client is unhappy and I offer a discount as a goodwill gesture?
Yes. A credit note is the correct document for any reduction in what the client owes or has already paid. Label it as a goodwill credit in the description. This creates a clear record that the discount was intentional and agreed, rather than an unpaid balance.
What happens to a prepaid hosting or care plan if I cancel the service early?
Issue a credit note for the unused portion of the prepaid term. If you invoiced for 12 months and the client or you terminates after 9, credit the remaining 3 months at the monthly rate. Check your contract for any notice period clauses that might affect how many months are actually refundable.
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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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