Invoice mistakes are easiest to fix while the invoice is still a draft. At that stage, you can change almost every detail on the invoice itself or through the appointment or support activity it came from. Once an invoice is sent, most of those details are locked. Once a payment is applied, you need to void the payment and revert the invoice to draft before you can change it.
This guide covers how to update a draft invoice through its appointment or support activity, revert an invoice to draft, adjust the invoiced duration for an hourly-rate service, and mark a draft invoice as sent. It finishes with what to do when an invoice still shows old details after you've changed the appointment.
How-to
Update a draft invoice
Before an invoice has been marked as sent, every field in a draft invoice attached to an appointment or support activity can be updated, except for the patient field.
To edit an invoice:
On the calendar click the relevant appointment or support activity
To change the date and time of the session, click Reschedule at the bottom of the sidebar and select the desired time and date.
To update any other details click Edit at the bottom of the sidebar.
Edit the fields that need updating, and click Save changes. These changes will then show on the attached invoice.
Once the invoice is marked as sent, rescheduling will no longer be available and only the room and case field on an appointment or support activity can be updated.
Revert an invoice to a draft
You can revert an invoice that has been marked as sent, as long as payment isn't finalised. Note: The "Revert to draft" option is only available for invoices marked as Paid, not for those marked as Awaiting payment.
To revert a payment applied to an invoice:
Go to Payments and select the relevant payment. Once opened, click the Actions drop-down in the top right of the page, then click Void.
Click the invoice number on the payment to return to the invoice. Then go to the Action drop-down, then click Revert to draft.
Note: Reverting to draft after voiding a payment is only necessary if you need to make changes to the invoice. If no edits are required, you can send or email the invoice directly while it is in the "Awaiting payment" state.
Adjusting the invoiced duration for an hourly rate service
If your service is billed at an hourly rate and the invoiced time needs to differ from the calendar block, you can edit the duration directly on the invoice line item before the invoice is marked as sent.
Open the draft invoice.
Click the relevant line item.
Update the duration and click Save.
Change the Invoice Status from Draft to Sent
If you want to remove the "Draft" label from an invoice before downloading or sending it, you can change its status to "Sent":
Open the draft invoice.
Click Mark as sent. The status will change to "Sent," allowing you to download or email the invoice without the draft label.
Troubleshooting and FAQs
I changed the appointment (or the item code), but the invoice still shows the old details. How do I refresh it?
I changed the appointment (or the item code), but the invoice still shows the old details. How do I refresh it?
An invoice doesn't automatically update after it's created, it's a snapshot of the details at the time. If the invoice is unpaid, open it, use Actions › Delete to void it, then create a new invoice from the (updated) appointment. You don't need to unarchive the client to do this.
An invoice changed status (e.g. to Awaiting payment) and I don't know how; can I see who changed it?
An invoice changed status (e.g. to Awaiting payment) and I don't know how; can I see who changed it?
Yes. Open the invoice, click the payment receipt link, and choose View Change Log to see the history of changes and who made them. In this common case, the invoice moved out of Draft because a payment was recorded manually; the change log will show that. (For online bookings, an invoice is created immediately and held as credit, staying in Draft until the appointment is marked Arrived.)