Fix an invoice the right way for its stage: edit a draft, void an issued invoice with no payments, issue a credit note for lines already billed, or re-price many invoices after a back-dated price change.
Before you begin
- Permissions to update and void invoices and to create credit notes; someone else with credit note approval to approve it.
- Know which lines are wrong and why.
Fix a draft
- Open the invoice from Billing → Invoices. While it is a draft, awaiting approval or Ready (and not locked by a claim), it can be changed.
- Use the pencil icon on a line to edit it, or the bin icon to remove it (the shift goes back to unbilled).
- Choose More → Add a line or Edit details (due date, PO reference, notes) as needed, then Re-check.
- To throw the whole draft away, choose More → Delete draft.
Issue a credit note
- On a sent or paid invoice, select Credit note.
- Tick the Lines to credit, choose a Reason (Billing error, Duplicate, Price reduction, Claim rejected, Goodwill or Other) and write the Explanation (shown on the credit note).
- Select Create credit note. It waits for approval.
- Someone with approval rights opens Payments and credits on the invoice and selects Approve. The credit note is issued and synced.
- Use the actions menu on the credit note to Download PDF, Email to the payer or Apply to another invoice if there is unapplied credit.
Credit note dialog with two lines ticked, Reason set to Billing error and an explanation typed
Void an invoice
- Open the issued invoice and choose More → Void invoice. This is only offered when no payment is recorded.
- Type the Reason and select Void invoice. The number is kept, budgets are released and the shifts can be billed again.
Re-price after a back-dated price change
- Go to Billing → Invoices and select Re-price after a price change.
- Choose Pricing version or Service dates, optionally list Support items, and select Preview.
- Review the affected invoices and the What happens column: Edit line (not sent yet), Credit note, Adjustment invoice or Manual review (in a claim).
- Tick the invoices, select Re-price, add a Reason and select Raise the corrections.
Tips
- Sent invoices are never edited: they change through credit notes or adjustment invoices.
- For NDIA invoices, paid claim lines credited here are cancelled in the next bulk file.
If something goes wrong
Payments recorded: issue a credit note instead.
An invoice with a payment can’t be voided. Use Credit note.
Locked by a claim.
The invoice is in a submitted NDIS claim. Change it through Billing → Rejected lines or a credit note.
Only credit notes not yet issued can be voided.
Once issued, a credit note stays. Raise a new invoice if you credited too much.