Changing Sent Invoices
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 the invoice’s bill-to snapshot only — the underlying client record and your other invoices are untouched.
- 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.
When to use each
| Scenario | Action |
|---|---|
| Client asks for a PO number on the invoice | Correct billing info |
| Client’s office moved, address needs updating | Correct billing info |
| Client wants the company name spelled correctly | Correct billing info |
| Need to add payment instructions or extend due date | Edit notes & due date |
| Wrong amount on the line items | Void & reissue |
| Wrong client billed entirely | Void & reissue |
| Invoice should never have been issued | Void invoice |
| Client overpaid or returned work | Refund (paid invoices only) |
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
- Open the invoice, click More, then Void invoice.
- 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.
- Type VOID to confirm.
- 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.
Void & reissue
- Open the invoice, click More, then Void & reissue.
- Enter a reason and type VOID to confirm.
- 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.
Refunds
Refunds require Stripe Connect to be set up and the invoice to have a recorded Stripe payment.
- Open the paid invoice, click More, then Refund.
- The amount defaults to the remaining unrefunded balance. Lower it for a partial refund.
- Add an optional reason.
- 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.
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.
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.
If you need to credit a client for work they paid for that you later adjusted, that’s a credit note — a separate accounting document tracked under a future feature. For now, Refund (when there’s a Stripe payment) and Void & reissue cover almost every practical case.