Change, void or delete an invoice

How you change an invoice depends on how far it has gone. A draft can be edited freely. Once an invoice is sent, its lines, dates and amounts are locked. If nothing has been paid you can void it. If money has been paid, you adjust it with a credit note or a refund instead.

Edit a draft

Open Invoices, then Edit draft in the row menu. Change lines, dates, details, the message and the terms, then select Save. The customer, the business and the language are fixed once the draft exists.

After you send

A sent invoice opens read-only. You cannot change its lines, dates or amounts.

The one change the console offers is the internal note, which your customer never sees. Tick the invoice in the list, select Set internal note, type the note and confirm. This works until the invoice is paid, void or written off.

Void an invoice

Voiding cancels an invoice you sent by mistake. Only an owner or an admin can void.

1. In Invoices, open the row menu, Actions for the invoice.
2. Select Void. It appears only for a sent, viewed or overdue invoice with nothing paid.
3. In "Void this invoice?", write a reason of at least three characters and select Void invoice.
4. If asked, confirm it's you. Voiding needs a recent sign-in, and a second-step code if your account has one. If your workspace requires two-step verification and you have not turned it on, you are told to turn it on under Your account.

The invoice keeps its number and moves to Void. The reason goes into the invoice's history and the audit log. Time and expenses that were billed on it can be billed again. Voiding does not give back the send it used this month.

To use the same lines again, select Reopen as draft on the void invoice. You find it in the Void & written off tab. That makes a new draft with the same lines and details. The new draft has no number and no dates, and it gets a new number when you send it. The void invoice stays void.

You can also select Duplicate on any invoice to copy its customer and lines into a new draft.

What a paid invoice refuses

Once any payment has been applied, Void is not offered, and the same is true of a partially paid invoice. The server refuses it too, and you see "That step is not possible from the record's current status." A paid, void or written-off invoice also refuses every edit, even the internal note.

Instead:

• To reduce what is owed on an open invoice, issue a credit note. See Credit notes and adjustments.
• To give money back that a customer paid, refund the payment from the payment's page in Payments. Owners and admins can refund.

Delete

The console has no delete for an invoice. A draft you do not need costs nothing: it has no number and does not count as a send. You can leave it.

A sent invoice is never deleted, because its number is part of your records. Void it instead. Voided numbers are not reused.

Developers and connected assistants can discard a draft that has never been numbered, through the API or an assistant's tool. The record is kept for the audit trail, and a numbered invoice is refused.