Editing an Invoice
What can still be changed on an invoice, when editing is blocked, and how the delete option behaves.
Open an invoice first, then click Edit from the invoice detail popup. The edit popup is deliberately narrow: it is for invoice status and invoice-level details, not for rebuilding the whole invoice from scratch.
When Editing Is Allowed
- Open and Sent invoices: These can still be edited.
- Paid, Settled, Written Off, and Cancelled invoices: These cannot be edited from the popup. Work Planner blocks the edit because the invoice is already treated as closed or final.
Items Table at the Top
The first section shows the invoice items already on the invoice. It is there to give you context while you edit, so you can see the descriptions, job references, net values, VAT, and gross totals that make up the invoice. If the invoice has no items, Work Planner tells you clearly instead of showing a blank table.
Fields You Can Change
- Status: Use this to move the invoice between the statuses Work Planner allows in the edit popup. This is the main operational field on the edit screen.
- PO Number: Add or change the customer's purchase order number if it needs to appear against the invoice.
- Company Name Override: Use this only when the invoice needs to show a different company name from the customer record.
- Note: Add or update the invoice note.
Delete Button
- Delete icon in the top-right corner: This opens the delete confirmation popup.
- Only open invoices can be deleted: If the invoice is not open, the delete control stays disabled and explains why.
What Save Changes
Saving the edit popup updates the invoice record itself. It does not rebuild the invoice from a new set of charge rows. If the invoice needs a different selection of charges, it is usually better to cancel or delete it if allowed and then create the correct invoice again.
Related articles
- Creating an Invoice: Useful when the existing invoice needs replacing rather than tweaking.
- Invoice Detail View: Shows where the edit popup sits in the wider invoice flow.
- Delete Confirmation Popup: Explains exactly what happens when deletion is still allowed.