Edit an Invoice

Other than the Invoices Module, you can also start updating invoices from the customer’s Address Book on the Customer Module, the Schedule Module via the Completed Jobs Report and the Estimates Module through the Invoiced Estimates.

From the Invoices List, find the specific invoice to be edited. Click on it to open.

Go to the Actions tab and select Edit.

The invoice will open in edit mode.

Another way of opening the invoice in edit mode is by using the 3-dot menu to the right of the invoice. Select Edit from the drop-down. When the invoice opens, this will already be in edit mode.

Edit the Invoice

Edit the Customer

Click on Bill To. The Customer and their Location/Locations will come up. Scroll down the list of customers to find the correct one. You can also use the search bar to quickly find the client’s name.

Click to select on the customer name. The Bill To field will automatically update to the selected customer’s details.

The customer location will come up once the customer is selected. This is the location where the job was or will be performed. If the customer has more than one service location, select the correct one.

Click the Proceed button at the bottom of the window once done.

Edit the Service Location

If the customer has more than one service location, you can edit the invoice to use another one.

Click on Service Location. The Customer and their Location/Locations will come up.

Click to select the customer’s correct service location. The Service Location field will automatically update once a different location is selected.

Click the Proceed button at the bottom of the window once done.

Edit the Payment Terms

Click on the Term field and select the applicable term of payment from the drop-down list.

Edit the Parts and Services Details

For each of the line item on the Parts and Service section, you can edit the description, unit price and quantity. Click on the field to be edited and do the updates.

To remove an item from the list, click the delete icon ( X ) to the right. The item will be automatically removed from the list.

To add other items, click on the Parts & Services Search field. Select the part or service from the drop-down list.

Click to select the item. If the item is available both in your inventory list and in your warehouses, the Select Warehouse window will come up. Select where the item will be released from – the main inventory or your warehouse.

The other fields will auto-fill depending on your selection.

Once you have selected the part or service that you need, set the quantity by clicking the arrows or by highlighting the number and typing in the desired quantity. The Price (total price) will auto compute.

As you add or delete or edit items, the Subtotal field will auto-calculate.

Add or Revise the Tax Rate

If no tax rate is set up for the customer, click Add on the tax field. If this is already set up but you want to revise it, click the tax rate on the tax field.

You can create a new tax rate or choose from a list of existing tax rates from the drop-down. Save the tax rate once done.

Add a Discount

To add a discount, go to the Actions button and select Add Discount.

On the Set Discount window, enter the value of the discount. Indicate if the entered value is a dollar amount or a percentage discount. Select from the drop-down and Save the discount. Skip this if no discount will be applied.

The Discount field will be added to the invoice.

Edit or Delete a Discount

Click on the discount field.

Make the changes on the Set Discount window and Save. Set the value to zero 0 if you want to remove the discount from the invoice.

Add or Edit Tax Rates

If no tax rate is set up for the customer, click Add on the tax field. If this is already set up but you want to revise it, click the tax rate on the tax field.

You can create a new tax rate or choose from a list of existing tax rates from the drop-down. Save the tax rate once done.

Add or Delete or Edit Notes

If there are any notes that you need to add or revise whatever is in there, do these on the Notes for Customer field.

Save the Changes

Click the Save button to save the changes. The invoice will remain open and you can continue working on it. To save and exit the invoice click the Save and Close button.