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Must know
  • Only invoices you built. You can edit an invoice built with Create Invoice in the admin dashboard while it’s a Draft or still owing. Invoices from checkout, recurring billing, the point of sale, a waitlist, a gift card purchase, or an import never show Edit invoice.
  • Saving doesn’t email. Save changes never emails the family. Only Save & send does. On a sent invoice, Save changes still updates the guardian’s balance right away.
  • Only drafts can be deleted. A Draft with no payments can be deleted from the row’s ⋯ menu, and it can’t be undone. Cancel invoice keeps a record instead.
  • Can’t edit it? Cancel an unpaid one and create a new one, refund a paid one, or change the recurring charge behind a recurring invoice.

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Which invoices can you edit?

What decides it. Where the invoice was made, not what it bills. An invoice built with Create Invoice can be edited while it’s a Draft or still owing (Unpaid, Past due, or Overdue), even with program, membership, pass, or store lines. When Edit invoice is hidden. While an invoice shows Processing (a payment is still being confirmed), and once it’s sent with a program or membership line set to take effect When the invoice is sent. If any line was cancelled, the editor opens but every save is refused; refund it or create a new invoice.

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Edit an invoice

1

Open the editor

Open the row’s ⋯ menu on Financials > Invoices (or a guardian’s Billing tab) and choose Edit invoice. It’s also on the invoice page.
2

Make your changes

Update the Guardian, line items, or due date. A different guardian clears every catalog line so you re-pick them; only custom lines stay. On a guardian’s Billing tab the Guardian field is locked. A changed catalog price applies to this invoice only (Reset to list price undoes it). Takes effect is offered only on a Draft. Confirm each changed line with the check mark, and keep the total above $0.00.
3

Save

Click Save changes to keep the edits without emailing anyone, or Save & send to save and email the family. On a Draft, Save & send issues the invoice. On a sent invoice, it re-sends the updated email.
What happens to the balance. On a sent invoice, Save changes adjusts the guardian’s balance by the difference in total, or moves the whole charge if you changed the guardian. If someone else changed the invoice meanwhile, saving is refused until you refresh. Editing needs Edit Financials.

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Delete a draft

From the ⋯ menu on a Draft invoice, choose Delete, then confirm Delete draft. This can’t be undone. Delete is only in the row menu, and needs the Delete Financials permission. To keep a record instead, open the draft and choose Cancel invoice.

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Can’t edit it? Here’s the workaround

When Cancel invoice is refused. For a payment plan installment (stop collecting it from the plan instead), a checkout invoice where the family chose to pay you directly and is still registered (cancel the items first), and a sent invoice with a When the invoice is sent line in effect (use Cancel items on the invoice page, or record the payment and refund it). Related: How do I cancel a line item without giving money back? · How do I cancel an unpaid invoice? · How do I add a program, membership, pass, or store item to an invoice? · How do I create and send an invoice?