Editing Invoices

Draft, issued, and overdue invoices can be edited. Once marked as paid or voided, invoices are locked to maintain accurate records.

How It Works

Draft Invoices

Invoices in draft status can be edited at any time. You can change:

• Client details and contact information
• Line items (add, remove, or modify)
• Due dates and invoice dates
• Payment terms and notes
• Any other invoice details

To edit a draft invoice, simply click on it from your invoices list and make your changes.

Issued and Overdue Invoices

Issued and overdue invoices can still be edited. However, once an invoice is marked as paid or voided, it becomes locked and cannot be edited.

Why Paid and Voided Invoices Lock

Locking paid and voided invoices is an important business practice:

Maintains Audit Trail for Tax Purposes

Tax authorities require accurate records of all invoices issued. Changing an invoice after it is sent could be seen as tampering with financial records. Keeping invoices locked ensures you have a clear audit trail for HMRC or other tax authorities.

Prevents Confusion

If your client has already received the original invoice, sending a modified version creates confusion. They might have already:

• Forwarded it to their accounts department
• Added it to their accounting system
• Scheduled payment based on the original amount

Having two versions of the same invoice number floating around is a recipe for payment delays and disputes.

Professional Businesses Don't Change Issued Invoices

Professional invoicing practice dictates that once an invoice is issued, it stands as a legal document. If there is an error, the correct approach is to:

1. Void the incorrect invoice (keeps it in records but marks it as cancelled)
2. Issue a new, correct invoice with a new invoice number
3. Notify your client about the error and provide the new invoice

What to Do If You Need to Fix a Paid or Voided Invoice

Option 1: Revert a Paid Invoice (If Applicable)

If you marked an invoice as paid by mistake, you can revert it back to issued status. This will unlock the invoice for editing. Click "Revert to Issued" on the invoice detail page.

Option 2: Void and Replace

For invoices that need to be corrected, follow these steps:

Step 1: Void the Incorrect Invoice

Open the invoice and click the "Void Invoice" button. This marks it as cancelled but keeps it in your records for tax purposes.

Step 2: Create a New Invoice

Create a new invoice with the correct information. It will automatically get a new invoice number.

Step 3: Send the Correct Invoice

Send the new invoice to your client with a brief explanation that you are replacing the previous invoice due to an error.