✏️ Edit an Invoice
📍 Screen: Billing → Invoice → click any row to open the invoice aside → make sure you are on the Details tab → click Edit in the top-right of the aside header.
When the Edit button is available
The Edit button only appears when all of the following are true. If any one of them fails, the Edit button is hidden — DaaiSuite forces you to issue a Credit Note (full or partial) instead, so the audit trail is preserved.
| Condition | Why it matters |
|---|---|
| You have Update permission on the Invoice module | Standard role-based access. |
| The invoice is not cancelled | Cancelled invoices are read-only — they are kept only for the audit trail. |
| No payment has been received against this invoice (paid amount = 0) | Once cash is recorded, the invoice is locked. Adjustments must go through a Credit Note. |
| No Credit Note has been issued against this invoice | Once a CN exists (full or partial), editing the source invoice would corrupt the linked records. |
| You are on the Details tab | Edit is hidden on Attachments, Logs, and Invoice View tabs. |
Steps to edit
- Open the invoice from Billing → Invoice.
- Click Edit in the aside header. The form fields become editable and an EDIT badge replaces the VIEW badge next to the invoice number.
- Modify any of the fields below.
- Click the green Save / Update button (top-right of the header) to apply, or Discard to abandon the changes.
What you can change
| Field | Notes |
|---|---|
| Project (Project Invoice mode) | Reassign the invoice to another project. Client information re-syncs from the new project. |
| Client (Client Invoice mode) | Reassign to a different client. |
| Invoice Date / Due Date | Both can be moved. Due Date must still be on or after Invoice Date. |
| Today’s Currency Rate | Editable only when the client’s currency differs from the company’s primary currency. Once saved, the rate is frozen against this invoice and is never re-converted later. |
| Billing Items | Add new lines via + Add Billing Item, remove existing lines via the row’s delete icon, or edit any cell in place. |
| Quantity / Price / Unit / Net Amount | The Total recalculates as you type. If a Catalog item has a Max Qty/Invoice cap, the line cannot exceed it. |
| HSN/SAC Code | Free-text per line. |
| CGST / SGST / IGST | Entered as percentages. The editable boxes follow your client-state vs company-state combination — same state shows CGST + SGST, different state shows IGST. |
| Documents | Upload new attachments or remove existing ones from the Attachments section. |
| Notes | Free-text remarks for the client or your own reference. |
✅ What happens after you Save
- The change is captured as one entry on the Logs tab — change-logs are recorded only when you click Save (not on every keystroke).
- If amount or GST changed, the Client and Project statements recalculate the linked balances.
- The branded PDF on the Invoice View tab regenerates with the new figures.
- Reports → PnL, Sales, and GST reports refresh on their next load.
- The unique Invoice Number never changes — it stays sequential per company even after edits.
⚠️ If the Edit button is missing
- Check the invoice status chip — if it says Paid or Partial, a payment exists and editing is blocked.
- Check if a Credit Note already exists against this invoice (look at Billing → Credit Note, or open the invoice and look for the linked CN reference).
- Check the Cancelled badge in the header — cancelled invoices cannot be edited.
- If you have only Read permission on the Invoice module, ask your administrator for the Update permission under Settings → Roles & Permissions.
- To make any kind of value change after a payment or a CN, issue a new Credit Note (full reversal, partial, quantity-based, or tax-only). See the Credit Note Guide.
🚫 Cancel an Invoice
📍 Screen: Open the invoice from Billing → Invoice → scroll to the bottom of the Details tab → click the red Cancel Invoice button. A confirmation popup appears.
When you can cancel
| Condition | Behaviour |
|---|---|
| You have Delete permission on the Invoice module | Required — without it, the Cancel Invoice button is hidden. |
| The invoice has no payment recorded | Cancellation is allowed. |
| The invoice has any payment recorded | The system rejects the cancellation with a message: “Can’t cancel this invoice because it already has Payment!” Issue a Credit Note manually instead. |
Steps to cancel
- Open the invoice and stay on the Details tab.
- Scroll to the form footer and click Cancel Invoice.
- Confirm the Action: Cancel Invoice dialog.
- The invoice list refreshes; a Cancelled red chip now appears on the row and inside the aside header.
✅ What happens automatically when you cancel
- The invoice is marked Cancelled — it is not deleted from the database. The Invoice Number stays in the sequence and is reserved forever for the audit trail.
- A Credit Note is auto-generated against this invoice with reason “Cancellation”. This CN reverses the entire invoice value (full reversal) and is what restores Catalog stock and clears the client / project statement.
- The amount is reversed in the Client Statement and (for project invoices) the Project Statement.
- The Outstanding on this invoice becomes 0 immediately — cancelled invoices never appear in outstanding totals.
- This invoice is excluded from Revenue, PnL, and GST calculations going forward.
- For inventory-tracked items (Catalog items with Count Quantity on), the auto-generated Credit Note returns the quantity back into stock.
What you cannot do after cancellation
- You cannot reactivate a cancelled invoice. Cancellation is permanent.
- You cannot record a Payment against a cancelled invoice.
- You cannot create a new Credit Note manually against a cancelled invoice — the auto-generated Cancellation CN already covers it in full.
- You cannot edit any field on the invoice — it is fully read-only.
📌 Recurring Invoice instances
If the invoice you are cancelling came from a Recurring Invoice template, cancelling this single occurrence does not stop future scheduled instances. To stop the schedule, open the source recurring template under Billing → Recurring Invoice and end or delete it from there.
📌 Proforma-converted Invoices
If this invoice was created by finalising a Proforma Invoice, cancelling the invoice does not affect the Proforma — the Proforma stays in its own list with its original status. The two records are linked for traceability but cancellation only affects the invoice side.
🆚 Edit vs Cancel vs Credit Note — Which Do I Use?
| Situation | Right Action |
|---|---|
| Wrong amount, wrong client, wrong line item — no payment yet, no CN yet | Edit the invoice in place. |
| Invoice was raised in error, no payment received | Cancel Invoice — the auto-CN reverses everything. |
| Invoice is partially / fully paid and you need to reduce the amount, return goods, or refund tax | Issue a Credit Note manually (full, partial, quantity-based, or tax-only). See the Credit Note Guide. |
| Invoice already has a CN against it and you need another adjustment | Issue another Credit Note. The Edit button stays disabled. |
💡 Tips
- Always check the Logs tab after an edit to confirm the change was captured.
- Before cancelling a high-value invoice, verify with your client that no payment is in transit — once a payment lands, you can no longer cancel.
- The auto-generated Cancellation Credit Note shows up in Billing → Credit Note with reason “Cancellation” — you can open it to print a copy for your client.
- If you intend to re-invoice the same client for the same work, simply create a new Invoice — the old one’s number remains reserved in the sequence.
- For the parent overview of how invoices are created and what the tabs do, see the Invoice Guide.