FAQ: Managing Invoices

Can I change the customer on a posted invoice?

Usually not. Once an invoice is posted (finalized), the customer field is typically locked. If you invoiced the wrong customer, the safest approach is to refund the invoice and create a new one for the correct customer. Contact your admin if you need an exception.

What is the difference between editing and refunding?

Editing changes notes, comments, or non-financial details on an already-posted invoice. Refunding reverses the entire sale or part of it, restoring money and inventory. If you need to change amounts or items, you must refund, not edit.

Can I split an invoice into two invoices?

Not directly. If you need to split an invoice (e.g., deliver half now, half later), you would need to refund the original and create two new invoices. Talk to your admin about the best way to handle this in your workflow.

What happens to the invoice number if I delete it?

The invoice number is not reused. If you delete invoice #101, the next invoice will still be #102. Deleted numbers create gaps in the sequence, which is normal. This protects the audit trail.

Can I restore a deleted invoice?

Once deleted, an invoice cannot be recovered through the application. If deletion was very recent, your admin may be able to restore from a database backup. Otherwise, you would need to recreate the invoice manually.

Why can't I edit the invoice date?

Invoice dates are locked after posting to maintain the accuracy of financial records. If the date is wrong, refund the invoice and create a new one with the correct date. This ensures your revenue is recorded in the correct period.

What if a customer disputes a charge on the invoice?

Document the dispute in the invoice's notes or comments field if possible. Then, investigate: if the charge was incorrect, create a refund or adjustment. If the charge is correct, provide the customer with a copy of the invoice and explanation. Avoid editing the posted invoice itself.

Can I add items to a posted invoice?

No. Once posted, you cannot add or remove items. If you forgot to charge for something, you can create a separate follow-up invoice or add the amount as an operational cost (if your system supports it). Contact your admin for guidance.

How long should I keep old invoices in the system?

Invoices should be retained according to your organization's record-retention policy and local accounting regulations. Typically, keep invoices for 5–7 years for tax and audit purposes. Do not delete invoices to free up space—archive them if needed, but preserve the record.