Change, copy, cancel or delete an invoice

What you can do to an invoice in each status, why a sent invoice keeps its figures, and the clear way to correct one.

Once a client has an invoice, it is a record in their books as well as yours. So Todah lets you change an invoice freely while it is a draft. After that you correct it in a way that leaves a trail: cancel and reissue, or issue a credit note. The one setting you can still change on a sent invoice is whether the client can pay it by card.

Edit a draft

1. In the menu on the left, choose Invoices.
2. On the draft's row, choose Edit. The form opens with the heading Edit and the invoice number.
3. Change anything you need: client, dates, terms, lines, notes, the card payment tick.
4. Choose Save Changes. The message "Invoice updated" appears. The invoice keeps its number.

Turn card payment off or on for a sent invoice

1. On the invoice's row, open More actions and choose Turn Off Card Payment (or Turn On Card Payment).
2. Read the question and choose OK. A message confirms the change.

Turned off, the invoice's Pay button and payment link stop working and reminders carry no Pay button. Turned on, the same payment link works again. This appears once card payments are set up, on sent invoices with money owing.

Duplicate (copy) an invoice

Duplicate makes a new draft from any invoice, whatever its status: same client, same lines, same notes. It gets the next number and today's issue date. Payment Terms, Due Date and PO Number are left for you to set, and nothing about payments is carried over. Choose Duplicate on the row; the message says "Created" and the new number, "as a draft". Then choose Edit on the new draft to set the terms and check it.

Cancel (void) an invoice

Cancelling keeps the invoice and its number on record but takes it out of your sales, receivables and sales tax reports. Use it when an invoice should never have been issued, or to replace it with a corrected one.

1. On the invoice's row, open More actions and choose Cancel Invoice. It appears on drafts and on sent invoices that are not fully paid.
2. Read the question and choose OK. The status changes to Cancelled.
3. If it needs replacing, choose Duplicate on it, then Edit the new draft and Send it.

• A Paid invoice stays as paid. Todah says: "Paid invoices cannot be cancelled — delete it instead if this was a mistake." To give money back, record a refund; to reduce what was owed, issue a credit note.
• Expenses the invoice was recharging go back on the unbilled list for that client, so they are not lost.
• Cancelling does not email the client. Tell them yourself.
• If you change your mind, choose Reopen Invoice. It goes back to Sent (even if it was a draft before) and counts in your books again.

Delete an invoice

Deleting removes the invoice completely. Only owners and admins can delete; anyone else who tries sees "Only the owner or an admin can do this. Ask one of them to make the change."

1. On the invoice's row, open More actions and choose Delete.
2. Read the warning and choose OK.

• A deleted draft gives its number back if it was the most recent one. Todah tells you, for example "Invoice deleted. The next one will be INV-0012."
• A deleted sent invoice keeps its number used up, so there will be a gap in your numbering.
• Any recharged expenses go back on the unbilled list.

Which to use