Editing an invoice may be necessary to update the customers' billing details or include new items there.
Administrators can edit invoices with different statuses:
Draft invoices
Active invoices
Issued invoices (only certain information can be updated)
Edit draft invoices
To edit a draft invoice, follow the steps below:
1. Navigate to the Locations > Community page and select a user/company.
2. Go to Invoices and select the draft invoice you need to edit.
3. Press on the invoice item you want to edit and update its name, price, tax, or quantity. Press Delete if you need to delete it.
4. Press Create item to add a new invoice item.
5. If necessary, set a custom invoice Due Date in the "Due Type" section. Manage invoice due date
Edit active invoices
To edit an active invoice, follow the steps below:
1. Navigate to the Community page and select a user/company.
2. Go to Invoices and select the active invoice you need to edit.
3. Press Create item to add a new invoice item.
4. To edit the existing invoice items in active invoices, edit the user's subscription.
5. If necessary, set a custom payment due date of the invoice in the "Due Type" section. Customize payment due date on the invoices
All the changes to the subscription will apply to all the subsequent invoices, including an active one, immediately.
Edit issued invoices
For issued invoices, administrators can only edit certain information:
Location's billing details
User/company's name and billing details
Bank account information
Edit the location's billing details
Navigate to Locations > Settings page by pressing the "Settings" icon next to the location's name > General > "Billing" section to edit your location billing details appearing on the invoice's top left corner.
Type new information in the "Billing Details" field. The changes made will be auto-saved.
Find your customer's invoice in the app and resend it. Resend an invoice
Once the customer opens the new invoice from the email or the Locations > Membership > Invoices page, they will see updated details on the invoice.
Edit user/company's name and billing details
1. Add or update the user/company's billing details displayed near their name on the invoice.
2. Ask the user to change their name in their account if necessary. How users manage their account
3. Navigate to Community > select the company > press Edit and update the company's name.
Edit bank account information
Navigate to Locations > Settings page by pressing the "Settings" icon next to the location's name > General > "Billing" section, and in the "Bank Account" field, edit your company's bank account information appearing on the invoice footer. The changes made will be auto-saved.
Find your customer's invoice in the app and resend it. Resend an invoice
Once the customer opens the new invoice from the email or the Locations > Membership > Invoices page, they will see updated details on the invoice.
Editing other information is not allowed for issued invoices. If there is a mistake in an issued unpaid invoice, you can void it and issue a one-off invoice instead with the correct information in it.
FAQ
How can I change the date format in the invoice?
How can I change the date format in the invoice?
The format of the invoice depends on the language you choose in the app. If the language selected is "English", the date format of the invoice will be: month/day/year (e.g., "1/15/2024"). If the language selected is "English (UK)", the date format of the invoice will be: day/month/year (e.g., "15/01/2024"). In case you have an issued invoice but the date format should be different, you can change the app language and resend the invoice.