When a customer has already received an invoice and made a payment, but you need to make changes to the invoice
If you have already sent an invoice and would like to change it, you can take a look at our article that explains how to edit it: How to make changes after you have sent an invoice.
This article is an addition that explains what to do if an invoice needs to be changed, but it was already approved and paid for and you don't want to lose that payment in the system.
The process requires you to unassign the payment, cancel the invoice and approve it again. Here's how to do that step by step:
Go to Billing > Invoices > View all and click on the part-paid invoice you need to edit:
Once you click on it, head to the Payments tab. There you can see whatever payments have already been made for this invoice.
In order to return the invoice back to Awaiting Payment state, click Delete Assignment:
This will not delete the payment but rather detach it from the invoice.
Now, the invoice is back to Awaiting Payment:
In order to be able to edit it, you ought to Cancel it first:
The invoice is now a draft again and can be edited. But what happens after the editing is done and you need to approve it again? How to return the payment back?
Well, it happens automatically!
After you click Approve, the invoice automatically becomes part-paid again, as the system picks up the unassigned payment and attaches it back to the invoice:
If you choose to send a notification of the newly approved invoice to your customer, they will also see it as already part-paid and how much remains for them to cover - or if the payment covers the whole amount, that the invoice is paid for.