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Editing an invoice

Need to make changes to an invoice? This guide shows you how to edit invoices.

When Can You Edit?

You can edit any invoice that hasn’t been fully paid or voided. However, some statuses may restrict certain changes:

  • Draft: Fully editable
  • Sent, Outstanding, Partially Paid: Editable (you can change amounts, items, and dates)
  • Paid: Editable, but usually best left as-is for record-keeping
  • Void: Cannot be edited

How to Edit an Invoice

Step 1: Find the Invoice

  • Go to the “Invoices” page from your main menu
  • Find the invoice you want to edit in the list
  • Click on the pencil icon to start editing the invoice
List of invoices

Step 2: Open Edit Mode

The invoice will open in view mode. All the form fields are visible and editable just like when creating a new invoice.

Edit an invoice

Step 3: Make Your Changes

You can modify any of these fields:

  • Invoice number
  • Status
  • Title
  • Issue date and due date
  • Reference and PO number
  • All line items (add, remove, or change quantities and prices)
  • Notes and terms

Step 4: Update Line Items

To modify items on your invoice:

  • Change an item: Click the field and type the new information
  • Add an item: Click “Add Line” to add another row
  • Remove an item: Click the trash/delete icon at the end of the row
  • All totals will automatically recalculate as you make changes

Step 5: Save Your Changes

  • Click “Save Invoice” when you’re finished making changes
  • You’ll see a confirmation message
  • Your changes are now saved

Important Notes

  • If you change the invoice number, it must be unique – the system won’t allow duplicates
  • If you’ve already sent the invoice to a client and make changes, you should send it again so they see the updated version
  • The system keeps a record of when the invoice was created and last updated
  • If you need to make major changes, consider creating a new invoice instead

After You Finish Editing

Once you save your changes, you can:

  • Send it to the client with the updated information
  • Download an updated PDF
  • Change the status if needed