Changing Sent Invoices

• Free
• Solo
• Team

Drafts are different: they follow the client profile

Before you send an invoice, its Bill to block is not fixed. It reads live from the client’s profile, so if you notice the VAT number, company name or address is wrong, fix it on the client and the draft picks it up. You do not need to delete the draft and start over.

The invoice page shows the Bill to block directly, under the line items, with a note telling you where the details are coming from and a shortcut to edit them on the client.

The moment you send the invoice (or finalize it for download), those details are copied onto the invoice and locked. From then on, editing the client profile never changes that invoice, and everything below applies.

One exception: a draft created by Void & reissue keeps the billing details from the invoice it replaces, so a correction you made on the original is not silently lost. Its Bill to block says so, and offers Use current client details if you would rather it re-read the client profile.

Once it has been sent

Once an invoice has been sent, line items and amounts are locked. That keeps your invoice history reliable as a legal and accounting record. But you still have safe ways to fix mistakes, update bookkeeping details, or void the invoice entirely. All of these actions live on the invoice detail page under the More menu, and are admin-only on Team workspaces.

What you can do on a sent invoice

• Edit notes & due date. Cosmetic fields only. Use this for adding payment instructions, fixing a typo in the notes, or extending the due date for a client who needs more time. Pushing the due date forward on an overdue invoice clears the Overdue status; pulling it back into the past sets it.
• Correct billing info. Fix the bill-to company name, address, VAT label and number, or add a PO number. Edits this invoice’s locked billing details only. The underlying client record and your other invoices are untouched. On a draft this action is not offered, because a draft still follows the client profile.
• Void invoice. Mark the invoice as voided with a reason. The invoice stays visible for the audit trail, no longer counts toward your revenue, and any time entries or milestones it covered become available to re-invoice.
• Void & reissue. Void the original and land on a fresh draft with the same line items pre-filled. Use this when the line items or amounts were wrong on the original. Edit what’s wrong on the draft, then send it.
• Refund. If the invoice has a Stripe Connect payment recorded, issue a full or partial refund through Stripe.

If someone edits the invoice, marks it paid, or the client pays it by card while Edit notes & due date or Correct billing info is open, nothing is saved: Kiaro says the invoice changed and asks you to refresh and try again. If the invoice, or a reminder for it, is being emailed at that moment, nothing is saved either, and Kiaro asks you to try again in a minute.

When to use each

If you’re unsure between “Correct billing info” and “Void & reissue”: the rule is money or no money. If the change moves the total or alters who’s billed, it’s Void & reissue. If it’s bookkeeping metadata, it’s Correct billing info.

Voiding an invoice

1. Open the invoice, click More, then Void invoice.
2. Enter a reason (10 characters minimum). The reason is captured in the audit trail and, if you’re an admin (not the owner) on a Team workspace, emailed to the workspace owner.
3. Type VOID to confirm.
4. Click Void invoice.

The invoice’s status changes to Voided. The invoice page shows a banner with the void date and reason. The PDF preview now carries a VOIDED watermark across the page.

Voided invoices stay in your invoice list but are excluded from revenue rollups on the dashboard. Time entries and milestones that fed the voided invoice are released so you can include them in a future invoice.

A voided invoice cannot be edited or unvoided. To bill the work again, send a new invoice.

If the invoice has an online payment link (Stripe Connect), voiding closes it first, so a client with the payment page still open can’t pay the voided invoice. Kiaro won’t void while money is on its way:

• A payment is still processing (some bank payments take a few days): Kiaro says so and voids nothing. Wait for it to clear, refund it, then void.
• A payment has just gone through but the invoice isn’t marked paid yet: refresh in a moment, refund it, then void.
• Stripe can’t be reached: nothing is voided. Try again shortly.

In the client portal, a voided invoice’s payment page says “This invoice was voided. There is nothing to pay.” with your business name, and shows no bank details or payment form. The PDF your client downloads from the portal leaves the bank details out too.

Voiding also closes any older payment links for the invoice that Kiaro can find in your Stripe account. This is best effort: if Stripe’s search is unavailable, the void still goes ahead, and any payment that still arrives is handled as described in If a client pays after you void.

If the invoice, or a reminder for it, is being emailed at that moment, nothing is voided: Kiaro says the invoice is being sent right now and asks you to try again in a minute. The lock usually clears within seconds; if a send was interrupted part-way, it can last up to five minutes. If the invoice is paid or changed while the void dialog is open, nothing is voided either, and Kiaro asks you to refresh and try again. Both apply to Void & reissue too.

If the void goes through but Kiaro couldn’t update your connected accounting app, or couldn’t check whether one is connected, or couldn’t email the workspace owner about the void, you see a separate message saying so. For the accounting side, check the sync log under Settings, Integrations.

Void & reissue

1. Open the invoice, click More, then Void & reissue.
2. Enter a reason and type VOID to confirm.
3. Click Void & create draft.

You land on a new draft invoice with the same client, project, currency, line items, and bill-to snapshot. The new draft shows “Draft” instead of a number. Like any draft, it is assigned its invoice number when you send it, so a reissue you start and discard never leaves a gap in your sequence. Edit what was wrong, then send it as you would any other invoice. The audit trail on the new invoice shows it was reissued from the original.

The time entries and milestones the original billed move to the new draft, so they stay billed and don’t show up as unbilled time or invoiceable milestones while the draft bills them. If you delete the new draft, they are released so you can invoice them again.

You can also void and reissue a paid invoice, as long as it was marked paid by hand and not paid by card through Stripe. The new draft is unpaid: send or finalize it, then mark it paid again. A paid invoice with a Stripe payment has to be refunded first.

The void and the new draft are saved together, so you never end up with a voided original and no draft, or a draft without the void. An invoice with more than 500 lines can’t be reissued as a copy, because a draft holds at most 500 lines: void it and create a new invoice instead.

Refunds

Refunds require Stripe Connect to be set up and the invoice to have a recorded Stripe payment.

1. Open the paid invoice, click More, then Refund.
2. The amount defaults to the remaining unrefunded balance. Lower it for a partial refund.
3. Add an optional reason.
4. Click Issue refund.

The refund is processed through Stripe Connect against the original payment. Your dashboard’s Revenue This Month adjusts to reflect the net amount. You can issue multiple partial refunds against the same invoice up to the total invoice amount. Once the refund equals the total, the invoice is fully refunded and you can void it cleanly.

If a client pays after you void

Rarely, a payment still arrives for an invoice you have voided, for example from an older payment link. When that happens:

• The invoice stays voided. It doesn’t count toward your revenue.
• Kiaro records the amount and emails the workspace owner that the client paid the invoice after it was voided, with the amount and a link to the invoice.
• Your client gets no payment receipt for it, and nothing is sent to your accounting app.
• The voided banner on the invoice page shows the amount, with a Refund button for owners and admins. Click it to refund the client through Stripe. Kiaro never refunds on its own.

Two cases are refunded from your Stripe dashboard instead:

• The invoice already had a refund on record when the late payment arrived (for example, it was paid, refunded and then voided). Kiaro can’t tell that refund apart from a refund of the new payment. The email and the voided banner both say to refund it from your Stripe dashboard. A refund of an earlier late payment made in Kiaro doesn’t count here: Kiaro knows which payment it was for.
• More than one payment arrived after the void. Kiaro can refund the most recent one, and its email says so. The voided banner lists each earlier one not yet refunded in full with “Refund it from your Stripe dashboard.” An earlier payment refunded in full no longer shows.

After a partial refund, the banner says how much arrived and how much is left to refund.

If the payment was recorded in Xero rather than through Stripe, the invoice stays voided in Kiaro and the workspace owner gets an email worded for Xero: there is no Stripe payment to refund in Kiaro, so check the payment in Xero and refund your client directly. The invoice’s audit trail records it.

Audit trail

Every action above leaves an entry on the invoice’s audit trail, visible on the invoice detail page below the timeline. Each entry shows what changed, who changed it, and when. Voids and refunds include the reason. For “Correct billing info” actions, the audit trail shows each changed field with its before and after values, so a future you can read exactly what was edited.

When a change was made through a connected AI app, the entry names the app after the person, for example “Ada via Claude (claude.ai)”. The domain in brackets is one Kiaro has verified for that app. An app without a verified domain shows as, for example, “Ada via Unverified app: Claude”, because any app can call itself anything. If the app has since been removed, the entry says “via an AI app”. The same note appears on that person’s Recent activity on their profile.

Permissions

On Team workspaces:

• Members cannot edit, void, or refund sent invoices.
• Admins and the workspace owner can do everything above.
• When an admin (not the owner) voids an invoice, the workspace owner gets an email so the action is never silent.

On Solo and Free workspaces (single-user), the owner is the only user and has full access.

Why we don’t allow direct line-item edits on a sent invoice

A sent invoice is part of your accounting and tax record, and a copy lives in your client’s inbox. Silently rewriting amounts on a sent invoice would create a mismatch between what your books say and what your client received, and in most jurisdictions it’s also a compliance issue. The Void & reissue path produces a clean two-record audit trail (original voided, new invoice issued) instead.

Kiaro doesn’t create standalone credit notes. To credit a client for work they paid for that you later adjusted, use Refund (when there’s a Stripe payment) or Void & reissue, which cover almost every practical case. If you’ve connected Xero, a refund you issue in Kiaro is recorded in Xero as a credit note with a cash refund against it.