What you will accomplish

You will know how to fix a customer invoice when the amount, line items, or customer is wrong—without confusing the customer with two active payment links.

Use this guide when:

• The wrong customer was billed.
• A line item or total is incorrect after the invoice was sent.
• The customer should not pay an open invoice anymore.
• You need to reduce what they owe (partial credit) or remove processing fees after a cash payment.

Before you start

• You can open the invoice from Payments > Invoices (Customer tab).
• You know the invoice status (Draft, Open, or Paid)—see Review a customer invoice.
• You understand what the customer was told (email sent, amount quoted, or payment already received).
• Your manager approved voiding, crediting, or reissuing if the amount is significant.

Choose the right fix

Situation	Best first step
Invoice never sent; still internal	Fix the Draft, then Finalize invoice
Wrong line items on an Open invoice	Edit invoice (void + new draft)
Customer should not pay this bill at all	Void invoice
Customer should pay less on an Open bill	Issue credit note
Customer paid cash/check but processing fees remain	Issue credit note → Processing fees only
Wrong customer on Draft	Edit customer or delete draft and create a new invoice

Open the invoice detail page

1. Go to Payments > Invoices

   Open Payments > Invoices and click the Customer tab.

2. Find the invoice

   Search by customer name, email, or invoice number. Check the Status column.

3. Click the row

   Expected result: The invoice detail page opens. Look for Actions near the top-right on Open invoices, or Finalize invoice on Draft invoices.

Fix a draft before anyone pays

Drafts are the safest time to catch mistakes.

1. Open the draft invoice

   From the Customer tab, click a row with Draft status.

2. Review line items and total

   Scroll through each line. Fix descriptions, quantities, tax, or due date on the page if your role allows editing.

   Why this matters: Changes on a draft do not affect the customer until you finalize.

3. Delete if the draft is not needed

   Click Actions, then Delete draft if the whole invoice was created by mistake.

   Expected result: The invoice disappears from the list.

4. Finalize when correct

   Click Finalize invoice when the bill is ready to send or charge.

   Expected result: Status becomes Open or Waiting for customer.

Edit an open invoice (void and recreate as draft)

When an Open invoice has wrong line items but should still be billed (corrected):

1. Open Actions

   On the Open invoice detail page, click Actions.

2. Click Edit invoice

   Choose Edit invoice.

   Why this matters: The system voids the old invoice and opens a new draft with the same information so you can fix it safely. The customer cannot pay the old link after the void step completes.

3. Read the confirmation

   A window explains that the current invoice will be voided and replaced with a draft. You may add an optional Reason for voiding.

   Expected result: You understand the old payment link will stop working.

4. Confirm and edit the new draft

   Confirm the edit. The app opens a new Draft invoice. Fix line items, then Finalize invoice again.

   Expected result: A new invoice number (or updated draft) with correct totals. Follow Send and collect customer payments to resend if needed.

Void an open invoice completely

Use Void invoice when the customer should not pay this bill at all—for example the service was canceled or the invoice was created for the wrong job.

1. Open the open invoice

   Status must be Open (not Paid).

2. Click Actions, then Void invoice

   Actions → Void invoice (near the bottom of the menu, often in red text).

3. Read the warning

   The confirmation explains that the customer will no longer be able to pay this invoice and that voiding cannot be undone.

   You may type an optional Reason for voiding for your team's records.

4. Click Void invoice to confirm

   Expected result: Status changes to Void. The amount due is zero and the old payment link stops working.

Issue a credit note on an open invoice

A credit note lowers the amount due on the same invoice. Use it when the customer should still pay—but less than the original total.

1. Open an open invoice

   Go to Payments > Invoices (Customer tab) and open an Open invoice.

2. Click Actions, then Issue credit note

   Expected result: A window titled Issue credit note opens. It shows the current balance.

3. Choose the credit amount

   Pick one option:

   • Processing fees only — Removes card processing fees (common after you recorded cash or check payment).
   • Full balance — Credits everything still owed on the invoice.
   • Custom amount — Enter a specific dollar amount (cannot exceed the balance).

   Why this matters: Partial credits fix small mistakes without voiding the whole invoice.

4. Add a memo (optional)

   Type a short note your team will understand, such as "Manager approved $50 detail discount."

5. Click Issue credit note

   Expected result: The amount due drops by the credit amount. The invoice may show Paid if the credit covered the full balance.

What each status means after you fix things

Common mistakes to avoid

• Do not void an invoice the customer already paid—talk to your manager about refunds instead.
• Do not create a second open invoice for the same job without voiding or crediting the first one—customers may pay twice.
• Do not skip telling the customer when voiding and sending a replacement bill.
• Do not use Issue credit note when you meant to void the entire invoice.

Troubleshooting

What to do next

• Invoice is correct and unpaid → Send and collect customer payments
• Need a brand-new bill → Create an invoice
• Month-end totals → Review the Invoices Report