Credit Memo & Adjustment Workflow
Capture every credit and adjustment request with a reason code, link it to the original invoice, route it for approval by dollar amount, and issue a clean credit memo - so credits stop getting handed out inconsistently with no paper trail.
A login-protected internal tool where AR or a CSR requests a credit (reason code + amount) against an original invoice, an approver signs off within their role's dollar cap, and the system issues a credit memo PDF, an AR-ready CSV, and a full audit trail.
Before you start
- A free Vercel account
- A free Supabase account
- A free Resend account
- An export of your original invoices as a Google Sheet or CSV
- Your list of credit reason codes
The problem this kills
Credits and adjustments are where billing discipline quietly falls apart. A customer complains, a CSR promises "we'll knock something off," and a credit gets issued by email, by phone, or straight into the accounting system - with no reason code, no link to the original invoice, and no approval. Six months later, nobody can explain why margin leaked, an auditor asks for support that doesn't exist, and the same complaint gets credited twice because two people handled it on different days.
The fix isn't another policy memo. It's a tool that makes the right way the only way: every credit starts as a request with a reason, attaches to the invoice it adjusts, and cannot be issued until someone with the authority to approve that dollar amount actually approves it.
What you'll build
A small, login-protected web app your team uses for every credit and adjustment:
- Request a credit - pick the original invoice, enter the amount, choose a required reason code, and add a note.
- Approval routing by amount - small credits go to a supervisor, large ones escalate to a controller, based on caps tied to each person's role.
- Issue the memo - once approved, the tool generates a credit memo PDF, writes an AR-ready CSV row in the exact columns your accounting system expects, and locks the record.
- Full history - every request, approval, rejection, and issuance is timestamped and attributed to a real person.
What's inside the Implementation Plan
- It interviews you first. Before a single screen gets built, the plan has the AI agent ask you about your actual process - who requests credits, who approves them, what your reason codes are, how your invoices are numbered, what your approval thresholds should be, and the weird exceptions you handle every month. It reads a short tailored spec back to you and waits for your thumbs-up. You get a tool shaped around your business, not a generic template you have to bend yourself into.
- A step-by-step build, each step ending with a ready-to-paste prompt - no coding knowledge assumed.
- A data model tuned to your invoice and reason-code conventions.
- The credit memo PDF and AR CSV export, formatted to match your system of record.
- A "No API yet?" path so you can build the whole thing today using a Sheet or CSV of invoices.
The governance it includes (this is the point)
- Login so only your team can get in.
- Row-level security so people only ever see their own organization's data.
- A hard human approval gate - the tool drafts the credit, but nothing is issued or posted until an authorized approver signs off, capped by their role's dollar limit.
- Approval caps by role - a CSR can't approve their own $10,000 credit.
- A required reason code on every request - no blank-reason credits.
- Duplicate guards - the same invoice + reason + request can't be processed twice.
- A complete audit trail - who requested, who approved, what amount, what reason, and exactly when.
Who it's for
Accounts Receivable clerks, customer service reps who field credit requests, and controllers or billing managers who are tired of credits showing up with no support behind them. If you live in invoices, adjustments, and month-end reconciliation, this one's for you.
You've got this - paste the first prompt and let the agent interview you.