How to Manage Credit Memos in Hubspot Payments

Using Hubspot payments, you can create and manage credit memos to refund customers, adjust billing, and keep your accounts accurate. This guide walks you step by step through creating, editing, applying, and deleting credit memos so your payment records stay clean and auditable.

A credit memo in the payments tool records a refund or credit you issue to a customer. It reduces what they owe or tracks money you have sent back to them. You can apply a credit memo directly to an invoice, or leave it open as a balance to use later.

Understanding Credit Memos in Hubspot

Before working with credit memos in Hubspot, it helps to understand how they interact with invoices, payments, and refunds.

A credit memo is linked to a specific buyer.
It can be tied to one or more invoices for that buyer.
It can be created from an invoice, a subscription billed by Hubspot, or a standalone payment.
Each credit memo has a status, such as open, applied, or refunded.

Because credit memos affect billing balances, you should only create them when you intend to reduce what the buyer owes or record a refund.

Where Credit Memos Appear in Hubspot

You can view credit memos in several areas of the Hubspot payments tool:

The buyer’s payment record
The associated invoice record, if it exists
The buyer’s billing profile, which shows their overall balance

From these locations, you can open a credit memo to review details such as amount, date, associated invoices, and status.

How to Create a Credit Memo in Hubspot

You can create a credit memo from a few different starting points in Hubspot payments. The exact options depend on whether the buyer has invoices, subscriptions, or only one-off payments.

Create a Hubspot Credit Memo from an Invoice

To create a credit memo from an existing invoice:

Open the invoice record in the payments tool.
Review the invoice status and outstanding balance.
Click the option to create a credit memo (often available in the invoice actions menu).
Enter the credit amount. This can be the full invoice amount or a partial amount.
Select the reason for the credit, if required by your accounting process.
Confirm and save the credit memo.

After you save, the new credit memo will appear on both the invoice record and in the buyer’s overall balance.

Create a Hubspot Credit Memo from a Subscription

If the buyer is billed through a subscription managed by Hubspot, you can create a credit memo related to a specific billing period.

Navigate to the subscription record in the payments section.
Locate the invoice or charge you need to adjust.
Choose the option to create a credit memo tied to that subscription charge.
Enter the amount and description for the credit.
Save the credit memo.

This method keeps the credit clearly associated with the subscription billing cycle.

Create a Hubspot Credit Memo from a Payment

Sometimes you need to create a credit memo directly from a payment, for example when a buyer overpays.

Open the payment record in the payments tool.
Confirm the payment amount and what it was originally applied to.
Select the option to create a credit memo from that payment.
Specify the credit amount and reason.
Save to generate the credit memo.

The credit memo will then be available to apply to current or future invoices for that buyer.

Applying a Credit Memo to Invoices in Hubspot

Once a credit memo is created in Hubspot, you can apply it to one or more invoices for the same buyer.

Apply a Hubspot Credit Memo from the Credit Memo Record

Open the credit memo record from the buyer’s billing profile or invoice.
Review the available balance on the credit memo.
Click to apply the credit.
Select one or more open invoices belonging to the same buyer.
Enter the amount to apply to each invoice, up to the available credit total.
Confirm to apply the credit memo.

After you apply it, the invoice balances decrease and the credit memo balance is updated. If fully used, the memo will show as fully applied.

Apply a Hubspot Credit Memo from the Invoice

You can also start from an open invoice:

Open the invoice record.
Check the outstanding balance.
Choose the option to apply existing credits or credit memos.
Select the relevant credit memo from the list.
Confirm the amount to apply and save.

This workflow is helpful when you are focused on closing out a specific invoice and know the buyer already has a credit available.

Issuing Refunds from Credit Memos in Hubspot

Credit memos can also be refunded, sending money back to the buyer’s original payment method where possible.

Steps to Refund a Hubspot Credit Memo

Open the credit memo record.
Check that there is an available balance to refund.
Select the action to refund the credit memo.
Confirm the refund amount, which can be full or partial.
Review the refund method and details.
Submit the refund.

Once processed, the credit memo will show the refunded amount, and the buyer’s balance will adjust accordingly.

Editing Credit Memos in Hubspot

You may need to update certain details of an existing credit memo in Hubspot, such as descriptions or internal notes.

Typical edits you can make include:

Updating the memo description or reference text.
Adjusting internal accounting or tracking fields.
Changing which internal user is assigned to manage the record.

However, financial values on a credit memo that has already been applied or refunded are usually locked to protect data integrity. To change amounts, you may need to create an additional memo instead.

How to Edit a Hubspot Credit Memo

Open the credit memo record from the buyer’s billing profile.
Click the edit option.
Modify the allowed fields, such as description or internal notes.
Save your changes.

The updated details will then appear wherever the credit memo is referenced in the payments tool.

Deleting Credit Memos in Hubspot

Deleting a credit memo in Hubspot should be done cautiously, because it affects customer balances and historical reporting.

When You Can Delete a Hubspot Credit Memo

In general, you can only delete a credit memo if:

It has not been fully applied to invoices, or
It has not been refunded, or
Your role and permissions allow deletion of financial records.

If a credit memo is already applied or refunded, you may need to reverse it through additional credits or adjustments instead of deleting it.

Steps to Delete a Hubspot Credit Memo

Navigate to the credit memo record.
Verify that it is safe and allowed to delete.
Choose the delete option.
Confirm the deletion when prompted.

Once deleted, the credit memo will no longer appear in the buyer’s billing profile or related invoice records.

Best Practices for Hubspot Credit Memo Management

To keep your accounting data accurate when using Hubspot payments, follow these best practices:

Establish internal rules for when staff should create credit memos versus issuing direct refunds.
Require clear descriptions for every credit memo so auditors and teammates understand the reason.
Regularly review open credit memos and apply them to outstanding invoices where appropriate.
Limit deletion permissions to financial or admin roles.
Reconcile credit memo activity with your accounting system on a set schedule.

These practices help maintain consistency and reduce disputes or confusion with buyers.

More Resources on Hubspot Credit Memos

For an official, detailed reference on how credit memos work in the payments tool, see the original Hubspot knowledge base article: Create and manage credit memos.

If you need strategic help implementing billing workflows, CRM automation, or payment processes around your use of Hubspot, you can also consult a specialized partner. Learn more at Consultevo.

By following the steps in this guide and aligning them with your internal policies, you can use credit memos in Hubspot payments to keep customer balances accurate, simplify refunds, and maintain clear financial records.

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Hupspot credit memos guide