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Edit an invoice

Change a draft invoice's lines, dates, VAT and bank details, and see what can still change once it has been sent.

Who can do this: adminsUpdated

A draft invoice can be changed freely. Once it has been sent, its items and amounts are locked, but you can still move the due date and change the bank details it shows.

Before you start

  • You need permission to edit finance.

Steps

  1. Open the invoice from Finance (click its number, or ⋯ > View Details).
  2. Click Edit.
  3. Change what you need:
    • Issue date and Due date
    • each line's description, quantity and unit price (remove a line with its cross)
    • the Total VAT rate (leave it empty for no VAT)
    • Delivery charge
    • the UK payments and International payments accounts
    • the status
  4. Click Save changes.
  5. If the invoice is already in Xero, a Confirm Changes message appears. Click Submit to save.

What can change, by status

StatusWhat you can change
DraftEverything
Sent or OverdueDue date, payment details and status. Items and amounts are locked.
Part paid or PaidNothing, until the payments are removed
VoidNothing

What happens next

  • Totals are worked out again, including VAT and any FF&E fee.
  • If Xero is connected, the change is sent to Xero. If Xero has already approved or paid the invoice, Xero won't take it and the Sync column shows Locked in Xero.
  • The change is recorded in the invoice's History.

Good to know

  • To change a sent invoice's amounts, use a credit note to bill less or a top-up invoice to bill more. A studio admin can also unlock it for one edit.
  • You can't set an invoice to Part paid or Paid by hand. Record a payment and the status follows it.
  • Once an invoice is Sent, it can't go back to Draft.
  • The VAT rate and bank accounts are taken from the project and studio when the invoice is created. Changing those settings later doesn't change existing invoices.