Editing an invoice may be necessary to update the customer's billing details, include new items, etc. In Spacebring, the editing method depends on the current status of the invoice.
Edit a draft invoice
Administrators can directly edit any invoice with a "Draft" status. You can modify invoice items, due date, location details, customer information, and applied balance.
Edit invoice items
Go to the Customers page > user/company profile > Billing > Invoices > select the necessary draft invoice.
Press the menu (...) near the invoice item you want to edit.
Select "Edit" to make the necessary changes. Only manually created invoice items can be edited.
Select "Delete" if you need to delete the item.
Press
Create itemif you need to add an additional invoice item.
If you're creating an additional invoice item, you have two options:
If you charge for a Shop product, select the item from the "Product" list and the necessary option. The system automatically applies the product's price and allows you to apply a coupon if needed. If the customer's subscription includes a discount for Shop, the price will be automatically discounted.
If you charge for any other additional service, specify the charge in the "Name" section and complete the remaining fields.
Press
Create.
Edit invoice due date
Go to the Customers page > user or company profile > Billing > Invoices > select the necessary draft invoice.
Manage the "Payment due" on the right-side panel.
If you need to change the due date to a different value for all invoices in this location, edit the default "Payment due" settings of your location.
The invoice date format is standardized for all users and appears as February 17, 2025.
Edit the location's billing address, invoice footer, and other details
Go to the Location settings > General page > "Billing details" tab > type new information in the "Legal business name" and "Address" fields.
Go to the Location settings > Billing page > "Invoices" or "Taxes" tab > manage invoice due date, update "Footer" field, or manage taxes.
Once the invoice is issued, the updated information for the location will be displayed on the invoice.
Updating the location's tax rate doesn't influence the draft invoice tax. You can change the location's tax rate, create a new invoice, and issue it to display the updated taxes.
Updating the location's tax type reflects on all invoices (past and new ones).
Edit a customer's name and billing address
Navigate to Customers > company profile > press (...) top right > select "Edit" > update the company's name.
Ask the user to change their name in their account if it's an individual customer. How users manage their account
Go to the Customers page > customer profile > Billing > add or update the user/company's billing address displayed under their name on the invoice.
Once the changes are made, you can issue the invoice, and the updated information will be displayed on the invoice.
Edit applied balance
When a customer has a positive or negative money balance, that amount is automatically applied to their next invoice at the time it’s issued. If the invoice is still in "Draft" status, you can manually adjust the customer’s money balance to have the necessary balance applied to this invoice.
This is useful when you want to:
Apply a specific refund, discount, or credit to this invoice or, vice versa, add an extra charge to it.
Apply a balance equal to the invoice total so that the customer receives this invoice as already paid.
To edit an applied balance:
Go to the Customers page > customer's profile > Billing.
Go to Invoices in the customer's profile > open the draft invoice to review the updated applied balance and issue it when ready.
Edit a finalized invoice
Once an invoice is issued, it becomes a finalized financial record and cannot be edited directly. To make changes, you can duplicate it, apply the necessary changes, and issue an update invoice.
Only one-off invoices are eligible for duplication. Subscription invoices cannot be duplicated.
To duplicate an invoice, follow these steps:
Go to Customers page > customer's profile > Billing > Invoices page.
Select the necessary one-off invoice > press the menu (...) top right > "Duplicate".
The system creates a copy in "Draft" status. Press View invoice to open it. Then, apply the necessary change (as described in the section above) and issue the invoice.
Discount from coupon is only applied to duplicate invoices if there are remaining redemptions available. If the coupon redemption limit has been reached, the duplicate will be created at the full price.
Best practices
For typos caught before the invoice is issued, edit the existing draft directly.
For finalized invoices sent at full price by mistake, void and duplicate it. Then, edit or delete the item in draft invoice, and issue it with the correct item.
When the location or customer billing details are updated after receiving an invoice, void the current one and duplicate it. The new draft invoice will automatically pull in the updated billing information after issuance.