Edit draft and approved invoices

You can edit any information in a draft invoice, but it is not possible to edit any of the financial information in an approved invoice.

Changes made to a draft or approved invoice on the invoice information screen are saved automatically.

• Edit a draft invoice
  1. In the Business menu, select Invoices.
  2. On the Invoice Manager screen, select the Draft tab.
  3. On the Draft tab, click the name of the client whose invoice you wish to edit.
  4. On the New invoice screen, do one or more of the following:
     • To edit the non-financial details of the invoice, click the Options > Edit button or or simply edit the available data fields directly.
     • Change financial details relating to the invoice's tasks and costs.
       • Add costs to an invoice
       • Add tasks to an invoice
       • Apply markup to invoice costs

       We recommend that you do not change the Pricing Mode on a draft invoice. If you need to change the Pricing Mode it is best to delete the draft invoice then create a new invoice, using the required Pricing Mode. For further details about how Pricing mode works, see Fixed price quoting and invoicing.

     • Select or deselect the total checkbox (at right) to include or exclude specific folders or groups of tasks/costs from the invoice. If some of the items in a folder or group of tasks/costs are not selected to be included in the invoice, the total checkbox looks like this:  
  5. Check that the information shown is correct, then do one of the following.

     Button	Description
     Approve	Allocates an invoice number and changes the invoice status to Awaiting Payment. Once an invoice has been approved, its financial details cannot be changed.
     Approve and print	Same result as Approve, but also displays the Print Invoice screen. Once an invoice has been approved, its financial details cannot be changed.
     Options > Delete	Deletes the current draft invoice. You might use this option if you found errors and wanted to start again. For details of what happens when you delete an invoice, see cancel or delete an invoice.

• Edit an approved invoice
  1. In the Business menu, select Invoices.
  2. On the Invoice Manager screen, select the Awaiting Payment, Overdue or Xero Export Failed tab.
  3. On the selected tab, click the name of the client whose invoice you wish to edit.
  4. On the Invoice information screen, to edit the non-financial details of the invoice, click the Options > Edit button or or simply edit the available data fields directly.
  5. Check that the information is correct, then, if you used the Edit option, Save.

Related tasks

• Re-export an invoice to Xero
• Write off a remaining invoice balance
• Cancel or delete an invoice

More to explore...

• Cancel or delete an invoice - For further details about the differences between cancelling and deleting an invoice.