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Editing Invoices

Learn how to edit invoices at different stages and understand the editing restrictions.

📝 Editing Rules by Invoice Status​

Different invoice statuses have different editing capabilities to maintain data integrity and audit trails.

Draft Invoices​

Full Editing Access ✅

  • Change customer
  • Add/remove/modify products
  • Change quantities and prices
  • Adjust discounts and taxes
  • Modify dates
  • Update payment terms
  • Edit all fields freely

Very Limited Editing 🔒

  • Cannot change financial amounts
  • Can add payment notes
  • Can update payment method
  • Most fields are locked
Audit Trail

Limiting edits on finalized invoices maintains legal and accounting compliance. Use credit notes for corrections.

Editing Draft Invoices​

Access Draft for Editing​

  1. Go to Invoices page
  2. Filter by Draft status
  3. Find the invoice you want to edit
  4. Click the Edit button (pencil icon) or three-dots menu
  5. Select Edit Invoice

Invoices List

Edit Invoice Form​

The invoice edit form looks similar to the create form:

Invoice Create Form

Fields You Can Edit​

Header Information:

  • Customer (select different customer)
  • Invoice Date
  • Due Date
  • Invoice Number (before finalization)
  • Reference/PO Number

Line Items:

  • Add new products/services
  • Remove existing line items
  • Change quantities
  • Update unit prices
  • Modify descriptions

Financial:

  • Add or change discounts
  • Adjust tax rates
  • Modify tax settings
  • Change payment terms

Additional:

  • Invoice notes (visible to customer)
  • Internal notes (for your reference)
  • Terms and conditions
  • Footer text

Saving Your Changes​

After making edits:

  1. Save as Draft - Keep in draft status for more changes
  2. Finalize Invoice - Mark as complete and ready to send
  3. Save & Send - Finalize and email to customer immediately
  4. Cancel - Discard changes and return to list

Editing Finalized Invoices​

Access Finalized Invoice​

  1. Go to Invoices page
  2. Find the finalized invoice (not draft, not paid)
  3. Click Actions menu (⋮)
  4. Select Edit Invoice

Limited Edit Capabilities​

❌ Cannot Change customer, amounts, products, or quantities

Making Corrections to Finalized Invoices​

If you need to correct a finalized invoice:

Option 1: Create Credit Note​

For partial corrections:

Create a new invoice or adjustment

Option 2: Admin Override (if available)​

Some systems allow admin users to unlock invoices:

  1. Contact system administrator
  2. Request invoice unlock
  3. Make necessary changes
  4. Document the reason for changes
  5. Re-lock the invoice
caution

Always document why you're changing a finalized invoice for audit purposes.

Editing Paid Invoices​

Very Limited Access​

For paid invoices, editing is extremely restricted:

✅ Can Edit:

  • Payment method details
  • Payment reference numbers
  • Internal notes
  • Tags and categories

❌ Cannot Edit:

  • Invoice amounts
  • Products or services
  • Customer information
  • Payment dates (in most cases)
  • Paid amount

Best Practices​

Before Editing​

  1. Verify status - Check if invoice is draft, finalized, or paid
  2. Check permissions - Ensure you have edit rights
  3. Document reason - Note why you're making changes
  4. Review history - Check if others have edited recently
  5. Communicate - Inform team members of planned changes

During Editing​

  1. Make one change at a time - Easier to track and undo
  2. Save frequently - Don't lose your work
  3. Verify calculations - Ensure totals are correct
  4. Add notes - Document what you changed and why
  5. Preview before saving - Check how it will look

After Editing​

  1. Verify changes - Confirm edits saved correctly
  2. Notify customer - If changes affect them
  3. Update records - Document in customer file if needed
  4. Check reports - Ensure reports reflect changes
  5. Inform team - Let others know about significant edits

Troubleshooting​

Edit Button is Grayed Out​

Possible Reasons:

  • Invoice is paid (very limited editing)
  • You don't have edit permissions
  • Invoice is locked by another user
  • Invoice is archived or deleted

Solutions:

  1. Check your user permissions
  2. Verify invoice status
  3. Contact administrator for access
  4. Wait if another user is editing

Solutions:

  1. Check for error messages (usually in red)
  2. Fill in all required fields
  3. Refresh page and try again
  4. Copy your changes and log in again

Can't Change Customer​

Reason: Invoice is finalized or sent.

Solutions:

  1. If draft: Edit customer field normally
  2. If finalized: Void and create new invoice
  3. Or create credit note and new invoice
  4. Contact admin for special override

Edits Not Showing on Customer Portal​

Reason: Changes may not sync immediately.

Solutions:

  1. Wait a few minutes for sync
  2. Have customer refresh their portal
  3. Resend invoice email to customer
  4. Check if changes require re-finalization

Next Steps​

Important: Always maintain proper documentation when editing invoices, especially finalized ones. This ensures compliance with accounting standards and helps during audits.