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Credit Notes & Refunds

Learn how Pixalo generates legally compliant invoice corrections (credit notes) for partial or full refunds, sends them automatically to your customers, and how you control the document type.

Refund & Credit Note Workflow

🔄 Automatic API RefundRefunds via the dashboard are directly transmitted to Stripe or PayPal. The amount is automatically returned to the customer.
📄 Legally Compliant PDFEach refund generates a separate PDF voucher (invoice correction) that reduces the amount and correctly shows it for tax purposes.
⚙ Customizable TitleFlexibly choose between the titles Invoice Correction (recommended for sales corrections) and Credit Note.
1

When is a Credit Note Created?

As soon as you refund an order in full or in part in the order management dashboard, Pixalo generates the corresponding voucher.

The Workflow in Detail:

  1. Open the affected order under Manage Orders.
  2. In the payment section on the right, click the Refund button next to the successful payment.
  3. Specify whether you want to issue a Full Refund or a Partial Refund (e.g., if only one print was damaged).
  4. The system transmits the refund to the respective payment gateway (Stripe / PayPal).
  5. At the same time, a PDF document is generated that displays the refund amount as a negative value and references the original invoice number.
  6. The voucher is automatically sent to the customer via email.
2

Settings & Naming: Invoice Correction vs. Credit Note

Tax designations are strictly regulated in Europe. Configure these documents under Settings → Invoice.

Invoice settings
3

Credit Note Title (Dropdown Selection)

You can define in the settings which title is printed on the PDF document:

  • Invoice Correction (Default / Recommended): This is the correct designation in German tax law when you, as a seller, refund an amount of money to the customer or modify an invoice.
  • Credit Note: Can alternatively be chosen if requested by your tax advisor. Be careful not to confuse the term with a customer-issued credit note.
4

Credit Note Prefix & Number Series

Configure the prefix (e.g., GS or CN) and the format. The system counts credit notes separately from invoice numbers to guarantee no gaps in your numbering series.

Important Accounting Note

Never delete orders for which an invoice already exists, as this creates gaps in your numbering series. Instead, always perform a refund to keep a clean invoice correction in the system.

Complete Settings

Now configure the general settings of your shop, such as customer service emails, impressum, and payment terms.

Next: General Settings