Editing a Part-Paid or Fully Paid Invoice Without Deleting Payment Records

Adjusting an Invoice After Payment Without Losing the Recorded Payment

If you've already sent an invoice and received a payment but need to make changes, there’s a way to do so without losing the payment record. This article explains how to edit a part-paid or fully paid invoice while keeping the payment intact.

To make changes to an already approved and paid invoice, you’ll need to unassign the payment, cancel the invoice, make your changes, and re-approve it. Here’s a step-by-step guide:

Steps to Edit a Paid Invoice:

1. Click < to the right of Billing.
2. In the expanded menu click Invoices and select View All.
3. Next, you'll want to unassign the payment. Select the invoice and head to the Payments tab to view the payments made.
4. Click Delete Assignment to detach the payment from the invoice. This doesn’t delete the payment; it simply unlinks it from the invoice.

5. With the payment unassigned, the invoice is returned to the Awaiting Payment state.

6. Click Invoice Options and then Convert to Draft to change the invoice back into a draft. You can now edit the invoice as needed.

7. Once the necessary changes are made, approve the invoice again.

8. The system will automatically reassign the payment to the updated invoice. If it's part-paid, it will reflect the remaining balance.

9. (Optional) If you send a notification to the customer after the re-approval, they will see the updated invoice showing the payment already made, along with any remaining balance or confirmation that the invoice is fully paid.

This simple process allows you to make adjustments to an invoice while ensuring all payments remain correctly attached, saving you the hassle of manually re-entering payments.