Invoicing
Editing vs Voiding Sent Invoices
Understand when to safely edit a draft invoice versus voiding a finalized tax invoice to maintain a clean, audit-compliant accounting ledger.
What should you do if a client requests a scope change after an invoice has already been sent? Editing finalized tax documents without a paper trail can violate accounting standards. Flanceflow provides clear, compliant pathways for editing drafts versus voiding sent invoices.
How to handle invoice modifications
- If the invoice is in "Draft" status: Click "Edit Invoice" directly. You can modify line items, rates, client names, and terms freely without any audit complications.
- If the invoice has already been "Sent" or "Finalized": Assess whether the invoice was already submitted to the client’s accounting books.
- Minor typos (such as correcting a postal code typo): Click "Edit Details" to fix cosmetic text while keeping invoice totals and numbering intact.
- Substantive price or scope changes: Click "Void Invoice". Flanceflow will mark the document as Voided, preserve its historical number in your audit log, and return any linked time entries to the unbilled pool.
- Generate a fresh invoice (e.g. `INV-2026-0013`) with the revised scope and reference the voided invoice in the notes.
Edit vs void decision matrix
| Scenario | Recommended action | Accounting impact | Client communication |
|---|---|---|---|
| Typo in client address or contact name | Edit Minor Details | Zero financial impact; preserves invoice number | Share updated PDF or link with client. |
| Client changes scope before paying | Void & Reissue | Closes old record with zero balance; issues clean new invoice | Notify client that old invoice is voided and send new link. |
| Client made partial payment and scope altered | Record Partial Payment + Credit Note | Balances existing receipts accurately | Issue credit memo or balance adjustment. |
| Invoice sent in error to wrong client | Void Immediately | Marks record as cancelled; eliminates phantom revenue | Polite note to unintended recipient. |
Ledger management tips
- Void reasons: Always type a 1-sentence reason (e.g., "Client changed project scope from 5 screens to 3 screens") when voiding an invoice for future tax reference.
- Unbilled time safety: When an hourly invoice is voided, Flanceflow automatically unlocks all associated time tracking entries so you can bill them on the revised document.
- Credit notes: For enterprise clients requiring credit adjustments against past paid invoices, use the Credit Note generator in the Invoices dashboard.
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