Invoiceferry

Debit note template

Undercharged a customer or incurred a cost after invoicing? A debit note adds the extra amount and links it to the original invoice.

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How to use this debit note

  1. Number the debit note in its own series (for example DN-0001).
  2. Put the original invoice number in “PO / reference”.
  3. List each extra charge and why it is due, with the same tax rate as the original.
  4. Set a due date for the extra amount.
  5. Download the PDF and send it with a short explanation.

What a debit note is used for

A debit note is the opposite of a credit note: it increases what the customer owes on an earlier invoice. Typical uses are extra quantities delivered, an agreed price rise, freight or handling costs that came in later, or a pricing error in your favour. Some businesses simply issue a new invoice for the difference, which is also acceptable in most countries.

Buyer-issued debit notes

The term is also used the other way round: a buyer sends a debit note to a supplier to claim money back, for example for damaged goods or short delivery. That is effectively a request for a credit note. If you are the buyer, you can use this template with your details as the sender and the supplier as the customer, and explain the claim in Notes.

Your business
PNG, JPG, WebP or SVG.

Remembered for your next document.

Bill to
Details

Counts up automatically. You can edit it.

e.g. “Tax invoice”, “Estimate”.

When the work was done or the goods delivered, if not the issue date. Required in Poland (data sprzedaży).

Type a code or name, e.g. EUR or shilling.

How amounts and dates are written on the document.

Line items
Tax, discount & shipping
Tax
More: pension contribution, recargo, ROT/RUT

Italy: rivalsa INPS (4 %) or a professional fund’s contribution, added to the net amount and taxed with it.

Sweden: mark the labour lines with “Mark as labour” in each line’s ⋯ menu. The deduction is worked out on labour including VAT and taken off the amount to pay. Add the buyer’s personnummer (and fastighetsbeteckning for ROT) in the notes.

Tax is calculated after the discount; shipping is added untaxed. Withholding tax (such as Spain’s IRPF or Italy’s ritenuta d’acconto) is taken off the amount your client pays you. Tax rules differ by country — check which rates and details apply to you.

Payment & notes

Made from the invoice number and printed on the invoice, so your bank can match the payment.

Poland: VAT on a foreign-currency invoice is also shown in złoty, at the NBP average rate from the last business day before the date of supply.

 

E-invoice (XML)

Fill these in to download your invoice as an e-invoice (XML). Empty fields are taken from the details above where possible.

Ask your client which format they accept. Belgian businesses receive e-invoices through Peppol from 2026.

Your business

Scheme and number, e.g. 0208 + your Belgian company number. Needed for Peppol.

Bill to

Required by XRechnung. For public authorities, their Leitweg-ID; for businesses, the reference or order number they gave you.

Only needed when you don’t charge VAT.

Leave empty to use the standard wording.

Italy (FatturaPA)

7 characters from your client. Use 0000000 with a PEC address, or for private individuals.

Needed for private individuals without a Partita IVA.

Only used when you set a withholding rate under Tax.

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Design
Paper size

Opens your browser’s print dialog — choose Save as PDF.

Live preview A4
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Your documents

Dashboard, reminders & repeating invoices

    Frequently asked questions

    Is a debit note a tax invoice?

    It depends on the country. In the UK and EU, many businesses issue a supplementary invoice instead, which counts as a normal VAT invoice. In some countries, such as India, debit notes have specific tax rules. Check with your accountant.

    Debit note or new invoice?

    Either works if the document is numbered, dated and points to the original invoice. A new invoice is often simpler for the customer’s accounts team.

    Can I charge VAT on a debit note?

    Yes. Use the same rate as the original supply, so the extra tax is accounted for in the right period.

    What is a debit memo?

    The US term for the same document. Change the title in Details if your customer uses that wording.

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