Edit a bill

This article explains how to edit a bill that you've added in FreeAgent.

If your supplier has sent you a credit note, you can add a bill credit note for the incorrect bill and then add a new bill with the correct details. Then, match the bill credit note against the original bill.

If you'd rather not raise a bill credit note as described above, you can follow the steps below to edit the bill.

Alternatively, if you’d like to remove a bill altogether, you can delete the bill.

1. Find the relevant bill

Navigate to the 'Bills' tab at the top of the screen.

To filter bills by status, select the relevant option from the first drop-down menu. You can choose to view all bills, bills that are open, overdue, open or overdue, paid, recurring or hire purchase.

Overdue bills are those that have passed their due date for payment and haven't yet been recorded as paid in FreeAgent. Recurring bills are those that you've created in FreeAgent to recur at a regular interval.

To filter bills by date, select the relevant option from the right-hand drop-down menu.

On the list, you can see when the bills are dated, when they’re due to be paid, the name of the contact the bill was created for, the reference and value of the bill.

Select the reference of the bill you'd like to edit.

If the bill has been marked as paid and you would like to change the Supplier Contact, Reference, Bill Date, Currency, VAT treatment, hire purchase option, or amend a line item amount, you'll need to remove the payment before you can edit it. If the bill was paid via Payit, you'll need to remove the payment reference for the bill.

If you only need to chance the due date, link the bill to a project, make it recurring, add an attachment, add a comment to an individual line item, or if the bill is currently open or overdue, you can skip this step and edit the bill.

2. Remove the payment

To remove the payment, select the blue ‘Payment’ link at the bottom of the bill below the bill total.

If the bill 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 bill.

If the bill was marked as paid manually, or the bank transaction was entered manually, select ‘Delete this Entry’ in the top-right instead.

Select ‘Yes, delete this transaction’ in the pop-up window to complete the process.

3. Edit the bill

Once the payment has been removed from the bill, select ‘Edit bill details’ in the top-right to make changes to the bill details such as the contact, reference, bill date, VAT options, comments, project, recurring options or attachment.

Make any relevant changes and select ‘Save Changes’ at the bottom of the screen to complete the process.

You can also edit the line items on the bill.

A record of the bill being updated will appear in your Audit Trail report.

4. Mark the bill as paid

Finally, after making the relevant changes, you’ll need to mark the bill as paid again. You can either re-explain the bank transaction relating to the payment for the bill, enter the bank transaction manually or add a payment to the bill manually. Find out more about how to pay a single bill.