Edit a draft invoice
You can change a sales invoice freely while it is a Draft. Once it has been issued it becomes a permanent record and can no longer be edited — you correct it a different way. This guide explains how to edit a draft and what to do after an invoice is issued.
Before you begin
- Only Draft invoices can be edited. If an invoice has been issued, the Edit button is not shown.
Steps
- Go to Sales → Invoices and open the draft (or open it from your dashboard).
- Select Edit.
- Change whatever you need — the customer, dates, lines, tax, discount and notes. Use Add Line Item to add lines and the pencil or bin icons on each row to edit or remove a line.
- Select Update Invoice to save your changes, or Cancel to discard them.
From the edit screen you can jump back with Return to invoice (the details page) or Return to list.
Changing the customer or currency
- Customer — pick a different customer from the Customer list at the top of the form.
- Currency — you can change the Invoice Currency only while the invoice has no lines. As soon as a line exists the currency selector is locked, because the lines are priced in that currency. To switch currency on an invoice that already has lines, remove all the lines first, or start a new invoice.
Billing & delivery details
When an invoice is created it takes a copy of the customer's details — name, tax numbers, the default billing address and the primary contact. The invoice prints from this copy, so later changes to the customer never rewrite your paperwork. While the invoice is a draft, the Billing & delivery details panel on the edit screen lets you control that copy:
- Address — choose any of the customer's active addresses for billing and (optionally) delivery, or Customer default to follow their default for that purpose. "None" removes the delivery block entirely.
- Attention — pick which contact person appears as FAO on the invoice.
- One-off address… — enter an address used on this invoice only; it is not added to the customer's records.
- Select Apply selection to save the choices.
If the customer's details change while your draft is open, the panel shows "The customer's details have changed since this draft was created" — your draft keeps its original copy until you choose Use latest details, which refreshes it from the current records. A one-off address is never flagged, since it deliberately differs from the customer's records.
Once the invoice is issued, the panel shows a Frozen badge and the details can no longer change — the PDF and the customer's online view keep exactly what was on the invoice at issue.
What happens next
Your changes are saved and the invoice stays a Draft. Nothing is recorded in your accounts until you issue the invoice.
Important notes
Warning: Once an invoice is Issued it cannot be edited. To change an issued invoice you either void it and create a new one, or issue a credit note to adjust it. This keeps a complete, auditable record.
Troubleshooting
- "Invoice … cannot be edited because it has been issued" — the invoice is no longer a draft. Create a credit note or void it and start again.
- "Cannot change invoice currency once invoice lines exist" — remove all the lines first, or create a new invoice in the currency you want.