Debit Memo Definition, Uses, Examples, & Templates to DownloadOnline Billing Software


what is a debit memo

Instead of a traditional transaction, an adjustment is notified to you via a debit memo. A debit memo or debit note is a notice that clients receive when their account balance has decreased and needs to be rectified. However, it is useful for sellers to send it to purchasers with a history of missing payments as a reminder of their balances.

Want More Helpful Articles About Running a Business?

He is the sole author of all the materials on There are many situations where it would be used from both a seller’s and a buyer’s perspective.

what is a debit memo

We and our partners process data to provide:

  1. Notes are just as important to sellers as they are to buyers by playing a crucial role in dealing with returns and allowances.
  2. This document is useful for clarifying the nature of any corrections to an existing billing, or any additional charges or penalties being applied by the seller.
  3. So, from now on, the next time a debit memo comes your way, you will find it familiar.
  4. You might see similar debit memos for, say, fees for bounced or printed checks.

A bank creates a debit memo when it charges a company a fee on its bank statement, thereby reducing the balance in the company’s checking account. Thus, if a bank account has a balance of $1,000 and the bank charges a service fee of $50 with a debit memo, the account then has a remaining balance of $950. Of the usages noted here, bank transactions represent the most common usage of debit memos. A debit memo can notify that the bank account balance of a customer has decreased for reasons other than a cash withdrawal, usage of a debit card, or a cashed check.

Understanding a Debit Memorandum

This can be an alternative version of an invoice to a customer, and is used when the amount billed on the original invoice was too low. Thus, the debit memo is essentially an incremental billing for the amount that should have been included in the original invoice. This usage is not common, since many companies simply re-issue the original invoice with an adjustment, or issue an invoice for the incremental amount, rather than use a debit memo. The debit memo is usually issued in the same format used for an invoice.

Elements to Include in a Debit Memo

It represents an adjustment to an account that reduces a customer’s balance. If a company completes an order and invoices the client for less than the agreed amount, they send lost or stolen refund a debit memo to indicate and detail the balance. When an original invoice is sent with an amount that was too low, a debit memo may be sent with the incremental correction.

A memo debit could be a pending outgoing electronic payment, a debit card transaction, a fee to issue new checks, an interest payment on a loan, or a not sufficient funds fee. Both notes notify customers about a change in their different types of invoices in accounting for your small business account balance either by increase or decrease. If a customer overpays an invoice or an error happened leading to paying more than the required payment. You issue a debit note to return the payment offset to the customer.

For example, let’s say that your bank account currently has $5,000 in it. Because it’s a checking account, you might get charged $20 per month as a service fee. When this happens, your account will include a debit memo that notes the deduction amount. A debit memo on a company’s bank statement refers to a deduction by the bank from the company’s bank account. In other words, a bank debit memo reduces the bank account balance similar to a check drawn on the bank account. You might see similar debit memos for, say, fees for bounced or printed checks.