Editing an Invoice

You can correct an invoice without voiding it. Fix a line, add work you forgot, take a line off, or change the date or terms.

You need to be an Admin. Full Access users cannot edit invoices.

Step A: Open the invoice and click Edit

1. Go to Invoicing and stay on the Invoices tab.
2. Click the invoice to open it.
3. Click Edit. It is next to Print.

The invoice opens for editing in the same window.

If Edit is greyed out, point at it. A short message tells you why. See If you cannot edit the invoice.

Step B: Change a line

1. Click in the box you want to change: Service Date, Description, Qty or Rate.
2. Type the new value.

The Amount and the totals change as you type.

Step C: Add work to the invoice

To add a one-off line:

1. Under the lines, open Choose an item… and pick an item.
2. Click Add line.
3. Fill in the date, description, quantity and rate.

To add work that is waiting to be billed:

1. Click Add unbilled work.
2. Tick the work you want. Only this customer’s unbilled work is listed.
3. Click Add to invoice.

Step D: Remove a line

1. Click the trash can at the end of the line.

If the line came from a visit or a billing item, that work goes back to unbilled. Your next Generate Invoices picks it up again. You can also add it back with Add unbilled work.

Step E: Change the date or terms

1. Pick a new Invoice Date.
2. Pick new Terms from the list.

When you save, the due date is worked out again from the terms.

Step F: Save

1. Check the totals under the lines. A red message tells you if a change is not allowed.
2. Click Save.

You see Invoice saved. To stop without saving, click Cancel.

If you use an accounting system, the button reads, for example, Saving to QuickBooks… while it works. Wait for it to finish.

A customer pays cash: remove the card surcharge

The card surcharge is for customers who pay by card. If a customer pays another way, you can take it off.

When you record the payment (HWIT Invoicing):

1. Open the invoice and click Receive payment.
2. In Payment method, type how they paid, for example Cash or Check.
3. Tick Remove card surcharge. The box shows the amount.
4. Enter the rest of the payment and click Save payment.

The surcharge comes off the invoice first, so the payment matches the new total.

While editing the invoice:

1. Click Edit.
2. Click Remove card surcharge.
3. Click Save.

Once removed, the surcharge stays off. If you change your mind, click Add card surcharge while editing.

Send the corrected invoice

Your customer is not sent anything when you save. When you want them to have the corrected invoice:

1. Open the invoice.
2. Click Email invoice.

Print and Email invoice always use the corrected invoice.

With HWIT Invoicing, an invoice you change after emailing it shows Edited since emailed next to its Emailed date. It reminds you to send it again.

If you cannot edit the invoice

Point at the greyed-out Edit button to see why. The most common reasons:

• The invoice is paid. A paid invoice cannot be changed. With HWIT Invoicing, remove the surcharge for cash payers when you record the payment (see above).
• The line has a lock. The monthly subscription fee, Less: included in subscription and Less: Prepayment applied lines cannot be changed. Void the invoice and generate it again.
• InvoiceXpress: the invoice is finalized there. Void it and generate it again.

You do not see Edit at all on a voided invoice, or if you use PennyLane or no accounting system.

Good to know

• The invoice number and the customer never change. To change either, void the invoice and generate it again.
• Partly paid? You can still edit it, as long as the new total is not less than what was paid.
• The surcharge updates itself. Every time you save, it is worked out again from the new total.
• Billed work: while editing, work with no line on the invoice shows Return to unbilled. Click it to send that work back to unbilled when you save.

Want more?

• What can be changed when an invoice is paid, partly paid or uses a prepayment?
• How do QuickBooks, Zoho and InvoiceXpress handle a change?

See Advanced: Invoice Editing Rules.

FAQ

Can a Full Access user edit an invoice? No. Only Admins can, the same as Void.

I removed a visit from the invoice. Is it lost? No. It goes back to unbilled. The next Generate Invoices picks it up, or you can add it back with Add unbilled work.

Is my customer emailed when I save? No. Click Email invoice when you want to send the corrected invoice.

Can I undo a save? No. Click Edit again and change it back.

Can I still void the invoice instead? Yes. Void works as before.