Edit an invoice after it was sent
A draft is edited in place; a sent invoice becomes a new version with a reason, and the old one is kept — so nobody has to guess what was agreed.
Once an invoice has left the office, changing it silently would rewrite what a client already read. FieldQuo keeps the sent one on file and writes your changes as version 2, with the reason you typed stored beside it. The client sees the version you send them; you see both, and the money already paid follows the invoice, not the snapshot.
Overview
Edit appears on an invoice in Draft or Sent. A draft edits in place — nothing has been sent, so there is nothing to preserve. A sent invoice opens the same editor with a yellow warning: This invoice has already been sent, so saving creates version 2 rather than overwriting it. The current version stays on file.
Paid, refunded and disputed invoices have no Edit button. What was paid was paid against a document; the record of that document stays as it was.
How to amend a sent invoice
- Open the invoice and press Edit. The heading reads Edit INV-2026-0008, with · version 2 once it has been amended before.
- Change the Line items, the Discount, Apply tax and its Tax rate (%), the Due date, the notes or the photos. The totals recompute as you go.
- Fill Reason for this change — for example “Client added a second bathroom”. It is required on a sent invoice and is stored with the version so anyone reading the history later knows what happened.
- Press Save as new version. You land on the new invoice, same number, v2 beside it.
- Send the new version — the client has the old one until you do.
If money has already been received, the editor says so: $… has already been paid against this invoice. Lowering the total below that leaves a credit you'll need to settle with the client. FieldQuo does not refund automatically.
What the new version carries
- The same invoice number, the same client, the same quote link and the same language.
- Every payment in the family. The balance on v2 is re-derived from all payments against v2's total, so a $200 deposit taken on v1 is still $200 paid on v2 — and the client portal offers only the current version.
- The photos and the Cost & margin panel, copied forward rather than dropped.
- The change log: who, when, and the reason.
The old version gets one banner and nothing else: This is version 1. Version 2 replaced it — that is the one your client has. with Open the current version. Every action — send, chase, record a payment — is hidden there, because those belong to the invoice that replaced it.
Who can edit
Editing needs invoices at View, create & edit and the See prices switch — Dispatcher, Manager, administrators and the owner. Deleting is a different thing: only a Draft can be deleted, and only by someone with View, create, edit & delete (the Manager preset, administrators, the owner). The trash icon is hidden from everyone else rather than greyed out.
Frequently asked questions
Can I just fix a typo without making a version?
On a draft, yes — Save changes edits in place. On a sent invoice, no: even a one-word change is version 2 with a reason. That is the point; the reason can be “Fixed the spelling of the street”.
Which version does the list show?
The current one, with a balance computed across every payment in the family. Opening it shows v2 in the document header.
Can I delete a sent invoice I raised by mistake?
No — only drafts can be deleted. Amend it to a zero total with the reason, or refund what was paid; either way the record of what was sent stays.
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