Invoices (Basic): Modify paid invoices

If an invoice has already been paid fully or partially, you can't change its financial details but can edit all the other fields. In this article, you'll learn how to modify paid invoices and handle their deletion.

This article handles modifying paid invoices. Learn about modifying unpaid invoices here.

When you need to edit paid invoices

Sometimes, you might need to edit a paid or partially paid invoice, for example, in cases when:

Changing invoice number, assigned team member or other invoice settings. You need to modify key invoice details, such as the invoice number, the team member assigned to the invoice, or other configuration settings. This might be necessary due to organizational changes, invoice creation errors, or internal billing structure updates.
Error in entering the amount on a paid invoice. You made a typo while entering the invoice amount, which was paid using the offline payment. For example, instead of '1000$', you billed your client for '10,000$'. If not corrected, this would ruin your revenue reports.
Updating a deposit invoice after providing additional services. You issued an invoice in advance and requested a partial payment. After that, you wanted to provide some additional services and update the invoice.
Adding more details to the invoice description. You want to add more details to the invoice description so that you can keep records better.
Forgetting to bill your client for one/some of the provided services. For example, if you forgot to bill your client for a phone consultation.

Modify paid invoices

When editing a paid or partially paid invoice, you can directly edit the invoice settings (such as number, date posted, team member and description) but can't directly edit the financial details (amount, services, payment date). However, there are several workarounds that can help you to fix invoicing mistakes.

Modify invoice settings

To modify paid invoice settings:

1. Go to the Invoices tab in the client's profile or to Billing > Invoices. Click three dots at the right of the paid invoice and click Edit.

2. Edit the invoice number, date posted, team member and/or description. Click Save.

Modify financial details (Stripe/CPACharge payments)

To modify financial details in an invoice paid using the Stripe/CPACharge integration:

1. Go to the Invoices tab in the client’s profile or to Billing > Invoices. Paid invoices have the Paid or Partially paid status. Click three dots and Edit at the right of the paid invoice. Click the payment link in the Payment history section of the Edit invoice sidebar.

2. The payment information is displayed in the View payment sidebar on the right. Click Refund payment. More on processing refund.

3. In Reason, specify that you'll need to issue another invoice to make corrections. The best practice is to calm your clients down so they don't think something is wrong with their payment. Don't clear the email notification checkbox. Let your clients see the full history.

4. Click Issue refund. Note that this will not change the payment or invoice status; they will remain Paid. They will also be reflected in the revenue calculations.

5. Open the invoice from the client's account or Billing > Invoices, click the three dots at the top right, and select Duplicate. It will create a new identical invoice but Unpaid. Make the required corrections and send it again. Note that the invoice number will be different.

Note! For partially paid invoices, if your revenue and performance analytics don't depend on the accurate invoice amount (e.g., you don't use them to understand how many invoices are under the desired amount), then you can issue a duplicate invoice and reduce its amount by the partial payment amount. This way, you don't need to do a refund.

6. Kindly ask your client to pay in the portal again.

Modify financial details (offline payments)

To modify financial details in an invoice paid using offline payments:

2. Click three dots at the top right of the payment sidebar and select Delete. Confirm deleting the payment. After that, your invoice becomes Unpaid and can be edited without limitations. The deleted payment is removed from the revenue calculations.

3. Make the required corrections to the invoice and settle it with an offline payment again.

Delete paid invoices

Deleting paid invoices is different for payment methods used for settling it:

Bank debits (Stripe/CPACharge): If Stripe or CPACharge declined the transaction, you can delete the corresponding payment in TaxDome even if its status is Paid. Read the details in the article.
Credit card: You cannot delete such invoices. After the payment has been posted, it must remain the same for record-keeping, and thus, we don't allow credit card payments to be deleted. You can only refund the payments. The invoice and payment status remain Paid.
Offline payments: To delete an invoice paid using offline payments, you need to delete offline payments used to settle it. Then, the invoice status becomes Unpaid, and you can delete the invoice.

A client paid an invoice from the wrong profile

You might need to move a payment from one account to another if:

The client already has an account but used a newly created one to pay an invoice.
The client has several accounts and paid from the wrong one.

To fix these issues:

Delete the secondary account: Delete the account (for more details, go here); this will delete the prepayment made as well.
Add a credit: Add a promotional credit to the correct account (for more details, go here). Adding a promotional credit doesn’t affect your firm’s revenue; you’ll see the money linked to the correct account as credits.