Editing an Invoice
What can still be changed on an invoice, when editing is blocked, and how the delete option behaves.
Open an invoice first, then click Edit invoice in the side bar of the invoice detail popup, or Edit at the top right on a phone. The edit popup is deliberately narrow: it is for invoice-level details, not for rebuilding the whole invoice from scratch. The status isn't edited here: an invoice becomes Sent, Paid or Cancelled by sending it, recording a payment or voiding it from the invoice popup.
When Editing Is Allowed
- Open and Sent invoices: These can still be edited.
- Paid, Settled, Written Off, and Cancelled invoices: These cannot be edited from the popup. Work Planner blocks the edit because the invoice is already treated as closed or final.
Items Table at the Top
The first section shows the invoice items already on the invoice. It is there to give you context while you edit, so you can see the descriptions, job references, net values, VAT, and gross totals that make up the invoice. If the invoice has no items, Work Planner tells you clearly instead of showing a blank table.
Fields You Can Change
- Due date: When the customer should pay by. It starts as the day the invoice was made plus your payment terms, or the date it was given when it was made. Change it when you've agreed to give the customer longer, or less time. The Due column on the invoices list and whether the invoice counts as overdue follow the new date, and so does the invoice itself when it's printed or emailed, wherever your invoice template shows the due date.
- PO Number: Add or change the customer's purchase order number if it needs to appear against the invoice.
- Company Name Override: Use this only when the invoice needs to show a different company name from the customer record.
- Note: Add or update the invoice note.
Delete Button
- Delete icon in the top-right corner: This opens the delete confirmation popup.
- Only open invoices can be deleted: If the invoice is not open, the delete control stays disabled and explains why.
What Save Changes
Saving the edit popup updates the invoice record itself. It does not rebuild the invoice from a new set of charge rows. If the invoice needs a different selection of charges, delete it if it is still open, or use Void invoice in the invoice popup, and then create the correct invoice again. Voiding frees its charges to go on the new invoice.
Related articles
- Creating an Invoice: Useful when the existing invoice needs replacing rather than tweaking.
- Invoice Detail View: Shows where the edit popup sits in the wider invoice flow.
- Delete Confirmation Popup: Explains exactly what happens when deletion is still allowed.
- Accounts and Tax Settings: Your payment terms, which give each new invoice its due date.