⚡Quick answer -

A Debit Note is issued when an original invoice must be corrected (service return, downward value revision, or excess amount charged). At MyOperator, the flow is:

1. The agent raises a refund request in Zoho CRM.
2. Accounts approves the request.
3. The system auto-emails the Debit Note to the client and the agent.
4. The client returns a signed, stamped copy on company letterhead with a cancelled cheque.
5. If the client denies or does not respond, the agent follows a two-email escalation that includes a mandatory disclaimer.

A soft copy is legally sufficient; hard copies are optional.

When should I use this guide?

Use this FAQ if you are an agent, Team Leader, or Finance/Accounts member who must create, explain, or chase a Debit Note with a client.

1. What is a Debit Note?

A Debit Note is an official financial document issued by MyOperator on behalf of the receiver of services, under the following circumstances:

GST perspective

• A Debit Note is governed under Section 34 of the CGST Act, 2017.

• It is issued when there is a reduction in the taxable value or tax charged in the original invoice.

• The issuance of a Debit Note ensures that the GST liability is adjusted correctly for both MyOperator and the client.

• The client cannot claim excess ITC (Input Tax Credit) beyond the amount reflected in the Debit Note.

• The Debit Note must be declared in GSTR-1 to maintain accurate GST compliance and reporting.

• Absence of a signed Debit Note within the specified timeframe (see disclaimer below) is deemed acceptance without GST benefit.

2. When is a Debit Note issued?

3. End-to-end issuance process

4. Client documentation checklist

The client must submit the following:

5. Is a hard copy mandatory?

No — a soft copy (digital debit note) is legally and operationally sufficient in most B2B and B2C transactions today. Physical copies are not a universal requirement.

6. Follow up if the client denies or is silent

This flow applies only when the service has not been consumed by the client.

STEP 1 — NOTIFY THE FINANCE TEAM & GET TL APPROVAL

The agent must:

• Drop an email to the Finance team regarding the incorrect invoice generation

• Obtain approval from their Team Leader (TL)

STEP 2 — EMAIL THE CLIENT (DAY 1)

Send an email to the client requesting them to share the signed debit note, with a clear TAT of 4 days to respond.

STEP 3 — FOLLOW-UP EMAIL (DAY 5)

If the client denies or shows no response by the 4th day, on the 5th day, the agent must send another email to the client's official email ID with the following:

Email requirements (copy exactly):

• Mark MyOperator & Client's Finance Team in CC

• State the reason for incorrect invoice generation

• Attach the actual invoice & debit note

• Include the mandatory disclaimer (mentioned below)

Mandatory disclaimer to include in the email:

In case of non-receipt of a signed debit note or in case of non-receipt of a reply within 3 days, in both cases, we will assume that the entity has accepted the debit note and accepted not to claim any GST benefit with that GST Invoice (attached below). Please feel free to revert if you need further clarification.

7. When this process does NOT apply

Note: This process is only applicable where the service has not been consumed by the client. If the service has already been consumed, the only available option for the agent is to request payment from the client.

8. Reference table