Sometimes you may need to make changes to an invoice after it has been created. For example, if a customer invoice was marked as received by mistake, the amount received was incorrect, or an item on a Cost Plus invoice needs to be changed.
This article explains how to edit invoices for Contract Price (Fixed Price), Completion percent, and Cost Plus jobs.
Important: Take care when changing invoices, particularly where the client has already paid. The amount recorded as paid should always match the amount actually received, and changes should accurately reflect what the client is expecting.
Recommendation: It's a great idea to take a screenshot or make notes regarding anything you are deleting so you can recreate it without issue as needed.
Watch this video for a quick summary or scroll down below for further detail:
Contract Price (Fixed Price) invoices
Changing the amount received
If an invoice has been marked as received but the amount received was incorrect, you can edit the payment amount.
For example, if an invoice was marked as fully received but the client actually paid $3,000 less:
Open the invoice.
Edit the amount received.
Enter the correct amount.
Save the changes.
The invoice will then show as Part Received.
Making changes to the invoice itself
If you need to make changes to an invoice that has already been marked as received or invoiced, you first need to return it to Pending.
To do this:
Delete the payment if the invoice has been marked as received.
This returns the invoice to an Invoiced status.
Return the invoice to Pending.
Once the invoice is pending, you can make the required changes.
An invoice must be Pending before you can make changes to it.
Completion percent invoices
Completion percent invoicing works slightly differently because each invoice is based on the invoice before it.
For example, the third claim includes the previous claims to date. This means you cannot edit the second claim while the third claim still exists.
Editing an earlier claim
If you need to change an earlier Completion percent invoice:
Delete the invoice(s) following the one you need to edit.
The earlier invoice can then be returned to Pending.
Make the required changes.
Recreate the later invoice as needed.
The key rule
Each Completion percent invoice relies on the invoice before it.
If you need to work backwards, you must deal with the later invoice first before you can edit an earlier one.
If you need to change the very first invoice and you're unable to do so, contact Buildxact Support for assistance.
Cost Plus invoices
Cost Plus invoices follow the same rule: the invoice must be Pending before you can make changes.
If you need to change an order attached to the invoice, such as an incorrect quantity, hours, or rate:
Open the outgoing invoice and remove the relevant order.
Go to the Purchase Order or Work Order and make your changes.
Return to Outgoing Invoices.
Select the updated order and choose Attach to an existing invoice.
Select the Pending invoice and click the green Join icon.
Note: Orders attached to an outgoing invoice are locked. You must remove the order from the invoice before you can edit it.
When removing an order, you'll be asked whether you want to remove just that order or delete the entire invoice. In most cases, select Remove to keep the invoice and remove only the individual order.
In summary
The main thing to remember when editing invoices is that the invoice needs to be Pending before you can make changes.
For Completion percent invoices, remember that later claims depend on earlier claims, so you need to work backwards by removing the later invoices first.
For Cost Plus invoices, you may also need to temporarily remove an order from the invoice before making changes to the underlying Purchase Order or Work Order.