This article explains how to edit an invoice in FreeAgent.
HMRC guidance states that if you have sent an invoice to your customer and need to make any changes, you should create a credit note for the incorrect invoice, and then send a new invoice to your customer with the correct details. In FreeAgent, you can then match the credit note against the original invoice.
If you haven’t sent the invoice to your customer and would like to edit it, or you would rather not raise a credit note as described above, then you can follow the steps below to edit the invoice.
1. Find the invoice
Navigate to the ‘Work’ tab at the top of the screen and select ‘Invoicing’ from the drop-down menu.
Select the relevant invoice from the list.
If the invoice has been marked as paid, you will need to remove the payment before you can mark it back to draft and edit it. If the invoice hasn't been marked as paid, you can mark it back to draft and edit it.
2. Remove the payment
To edit an invoice which has been marked as paid, you’ll need to remove the payment from the invoice first.
Before you remove any explanations previously explained as ‘Invoice Receipt’, please check that you don’t have invoice reminder emails set up in your account to avoid triggering any messages to your customers.
To remove the payment, select the blue payment link at the bottom of the invoice beside the invoice total.
If the invoice was marked as paid by explaining the bank transaction in the ‘Banking’ area, select ‘Remove this Explanation’ in the top-right to remove the payment from the invoice.
If the invoice was marked as paid manually, or the bank transaction was entered manually, select ‘Delete this Entry’ in the top-right instead.
Select ‘OK’ in the pop-up window to complete the process.
3. Mark the invoice back to draft status
Once the payment has been removed from the invoice, you need to mark it back to draft status.
To do this, select ‘Make Draft’ above the invoice template.
You can now make changes to the invoice.
4. Edit the invoice
Select ‘Edit’ in the top-right to make changes to the invoice details such as the contact, project, invoice reference, invoice date, payment terms, additional text, email options, bank details or VAT options.
Once you’ve made the relevant changes, select ‘Save Changes’ at the bottom of the screen to complete the process. For more information on completing invoice details, please see this article.
You can also edit the line items on the invoice, change the bank account details listed at the bottom or change the invoice theme.
Please note that a record of the invoice having been updated will appear in your Audit Trail report.
5. Mark the invoice as sent
Once you’ve made the relevant changes to the invoice, select ‘Mark as Sent’ above the invoice template to activate the updated invoice in your account if you don't need to send the updated invoice to your customer.
To send the updated invoice to your customer, select ‘Re-send by Email’.
6. Mark the invoice as paid
Finally, after marking the invoice as sent, you’ll need to mark the invoice as paid again. You can either re-explain the bank transaction relating to the payment for the invoice, enter the bank transaction manually or mark the invoice as paid manually. For more details, please see this article.