Edit, delete or void an invoice, bill or credit note

You can edit, delete or void sales invoices, bills or credit notes depending on their status and your user role. It will be clear on each invoice, bill or credit note what you can do with it, but the table below provides a useful overview.
Role comparison table

If you have Payroll Admin access for Pay Run and need to know what you can do with pay run bills and payslips, see our help on editing a pay run, deleting or voiding pay runs and viewing pay runs and payslips. You can't edit pay run bills directly the way you can normal bils.

Edit invoices and bills video Video (1.41) Edit invoices and bills

Elsewhere in Help Centre:

A couple of general rules around editing and deleting invoices, bills and credit notes:
  • Your user role determines which invoices, bills and credit notes you can see and what you can do with them.
    Role comparison tables
  • If your accounts have been locked, you may not be able to make any changes to invoices, bills or credit notes (including voiding them) before the lock date, depending on your role.
  • You can edit invoices, bills or credit notes once they have been approved, provided no payment or credit notes have been allocated against them.

Invoice, bill or credit note status

Edit

Delete or void

Draft

Yes - any field

Yes - delete

Awaiting approval

Yes - any field

Yes - delete

Awaiting payment

(excludes pay run invoices)

Yes - any field, if no payment(s) are attached (partly paid invoices have the same editing restrictions as paid)

Yes - void (note for invoices or bills: can only void if no payment(s) attached - delete payment first)

Paid

(excludes pay run invoices)

Yes, 4 - account and tracking fields, file attachment (on bills), branding theme (on invoices)

Yes - void (note for invoices or bills: can only void if fully credited i.e. not if payment(s) are attached - delete payment first)

Voided

No

No

Deleted

No

No

View, edit, delete or void invoices, bills & credit notes

Select invoice, bill or credit note

Find an invoice, bill or credit note by searching all invoices, bills and credit notes from the All tab, or ones of a particular status from the other tabs. You can also sort any list of invoices, bills and credit notes by clicking on any column heading.

Draft invoice Draft invoice or bill

Invoice Invoice or bill

Image showing paperclip icon to indicate there is a file attached to an invoice or expense claim..File attachment

Invoice credit Credited invoice or bill

Draft credit Draft credit note

CNOTE Credit note

From any tab in Sales or Purchases, select a sales invoice, bill or credit note to open it and edit, delete or void it.

edit - select row.png

Some changes to historical invoices or bills entered during conversion to Xero or invoices, bills and credit notes you've entered with a date before the conversion date will require your Sales, Purchases or other account conversion balances to be updated.

What parts of the invoice, bill or credit note can I edit?

Edit

Edit any field of a Draft, Awaiting Approval, or Awaiting Payment item. You can edit only the account or tracking fields, branding theme, or file attachment of a Paid invoice or bill, and the account or tracking fields of a Paid credit note.

Your user role will determine what you can edit and delete/void.
Role comparison tables

Edit any field in a Draft or Awaiting Approval sales invoice, bill or credit note by opening it and changing the fields you need to.  

On an Awaiting Payment invoice, bill or credit note, fields will first appear as 'read only' (i.e. you can't click in any field and change it).

However, if you select 'Edit' from the 'Invoice Options', 'Bill Options' or 'Credit Note Options' drop-down, all fields will be editable.

invoice options menu

credit note options menu

You can edit account codes and tracking (if you have it) on paid invoices, bills and credit notes with payments allocated against them. If you need to edit something other than the account or tracking details, you'll need to delete the payment first. You can also edit file attachments on paid bills, and the branding theme on paid invoices.

Edit any field on unpaid invoices, bills or credit notes

Edit Draft, Awaiting Approval & Awaiting Payment invoices, bills or credit notes

You may edit any field of a sales invoice, bill or credit note that has a status of Draft, Awaiting Approval or Awaiting Payment (if unpaid). Note that partly paid Awaiting Payment invoices or bills have the same editing restrictions as fully paid ones.
Edit invoices or bills on the Paid tab

In the case of Awaiting Payment invoices or credit notes which have already been sent to customers, it may be more appropriate to void or apply a credit note and re-invoice than to make significant changes. You should speak to your accountant or bookkeeper about how they would recommend you deal with these scenarios.

If you do decide to edit an invoice or credit note that you've already sent to your customer, be sure to send them the new one for their records.

When editing an unpaid invoice, bill or credit note, the fields and buttons behave the same as for adding a new one:

  • You can change any text and amounts in any fields, choose different options from the drop-down lists, use the Add a new line button to add more lines or the 'X' icon next to a line to delete it.
  • If the invoice or bill was created from a repeating schedule, only this instance of it will be edited. If you want to change the schedule that automatically generates these invoices or bills click on the modify the settings link.

Draft repeat

If you wish to edit an Awaiting Payment (approved) invoice, bill or credit note, select 'Edit' from the 'Invoice Options', 'Bill Options' or 'Credit Note Options' drop-down to make fields editable. Click 'Update' to save your changes when you are finished.

Editing bills to code them to a Fixed Asset account after they have been approved will not send them to the Pending tab in Fixed Assets: they will need to be added within Accounts > Fixed Assets.

If you wish to make a description-only line out of a line which previously had an account applied to it (on a saved or approved invoice, bill or credit note), we recommend deleting the line and adding a new line for your description.

For more information on editing Draft, Awaiting Approval or Awaiting Payment invoices, bills or credit notes, see the individual Help pages as follows:

 

Edit Paid invoices, bills or credit notes

Sales invoices, bills or credit notes that have a status of Paid cannot be edited except to change the account or tracking options (applies to sales invoices, bills or credit notes), file attachment (applies to only bills), or branding theme (applies to invoices). The account can only be changed to another with the same GSTVATsales tax rate as the previous one.

edit paid invoice

You can also remove a credit to an invoice or bill from a 'paid' credit note:

Edit account, tracking or branding details on Paid items
  • Use the Invoice Options, Bill Options or Credit Note Options button and select Edit to make the account and tracking fields on the sales invoice, bill or credit note editable, or the branding theme on a sales invoice.
  • Choose only another account with the same tax rate that the line item currently has – the list of accounts will be filtered to only show these.
  • Tracking categories can also be changed to any other option or removed altogether by choosing '(None)'.
  • edit account and tracking
    Use tracking categories to monitor and report

  • Delete the payment transaction first if you need to edit anything other than the account or tracking details (or branding theme on an invoice), or if you need to void the invoice, bill or credit note.
  • If a paid invoice or bill was created from a repeating schedule, only this instance of it will be edited. If you want to change the schedule that automatically generates these invoices or bills, click on the link to view the original template.
  • edit paid repeating invoice

  • Click on the Contact name (i.e. who the invoice, bill or credit note is to or from) to view the contact details and notes you have recorded for that person or organisation in Contacts.
  • You cannot edit the amount of a paid invoice, bill or credit note.
Delete payment to edit or void the invoice or bill

If a paid or partly paid sales invoice, bill or credit note has an error other than the wrong account or tracking details (or branding theme on an invoice), or if you need to change to an account with a different GSTVATsales tax rate to the old one, you'll need to delete the payment first before you can make the changes.

Delete transactions in your bank accounts

Once the sales invoice, bill or credit note has been returned to Awaiting Payment status with no payments attached, you can fully edit it. Ensure that this isn’t going to adversely impact your GSTVATsales tax records or cause any complication with invoices already issued to customers.

You may wish to void the item and re-enter or re-issue it instead. Invoices or bills with payments attached can't be voided until the payments have been removed.

Editing voided or deleted invoices, bills or credit notes

Voided and deleted invoices, bills or credit notes

You cannot edit any part of a sales invoice, bill or credit note that has been voided or deleted.

 

If you are uncertain about changing the account on an invoice, bill or credit note you should void it and re-enter it or ask your accountant or bookkeeper. You (or they) can return at any time to make this change.

Select

You can also make invoice or bill payments directly from awaiting payment invoices or bills, or record cash refunds from awaiting payment credit notes.

Invoice, bill & credit note options

A sales invoice, bill or credit note of any status will have the following options available when editing it – however, some are specific to the status of the invoice, bill or credit note. Make sure you save any changes you've made before expecting these options to work.

Email/Send or Print

On sales invoices or bills in most statuses (not voided or deleted) you can create a PDF to print. Sales invoices can also be emailed. If you've entered a Xero network key received from another Xero organisation so that you can send invoices or bills to them, this option will display when the invoice has an Awaiting Payment status.

Invoice or bill options

The range of options presented are determined by the sales invoice or bill status:

  • Send via Xero Network - displays if you have entered a 'key' for them against their Contact details
  • Repeat - invoices or bills not automatically generated as a repeating one (or have had their repeating schedule deleted) can be used as a template for a new repeating invoice or bill
  • Void - as long as no payments have been made to an invoice or bill it can be voided
  • Copy - A copy of an invoice or bill in any status will be created
  • Edit/View - switch between edit and view to edit any field on awaiting payment invoices or bills, or to edit the account tracking or branding options on paid ones
  • Add Credit Note - credit the invoice or bill by adding one or more credit notes.
Credit note options

The range of options presented are determined by the credit note status:

  • Allocate credit - if there are unpaid invoices or bills, you can allocate some or all of a credit note to them
  • Remove credit allocation to a bill - delete the credit to a bill from the 'paid' credit note (without deleting the credit note)
  • Remove credit allocation to a sales invoice - delete the credit to an invoice from the 'paid' credit note (without deleting the credit note)
  • Void - void the credit note and remove the credit amount on the invoice or bill it was allocated to
  • Edit/View - switch between edit and view to edit any field on awaiting payment credit notes, or to edit the account or tracking options on paid credit notes
  • Cash refund - you can apply a cash refund to an awaiting payment credit note
Save/Update

Click Save or Update (Awaiting Payment invoices, bills and credit notes) to save the sales invoice, bill or credit note with the edited details.

Cancel

Changes will not be saved and you will be returned to the unchanged sales invoice, bill or credit note.

History & Notes

Enter a note or view the history for the sales invoice, bill or credit note (History & Notes).

You can change the tax code on a Draft or Awaiting Payment invoice, bill or credit note.

In the case of Awaiting Payment invoices or bills, be aware that in changing GSTVATSales Tax, you may be making an impact on GSTVATSales Tax reports which you may have already submitted to the IRDthe ATOHMRCyour tax authority, or on invoices and credit notes you have already sent to your customer.

Can I change the tax code used on an invoice or bill?

You can change the tax code on a Draft or Awaiting Payment sales invoice, bill or credit note.

You can't change the tax code on an invoice, bill or credit note which has been paid, voided or deleted.

The most common situations where GST has been 'mis-coded' are:

  • Entertainment expenses for the business have 100% instead of 50% of the GST claimed.
  • GST is claimed from an entity that is not GST registered.
  • At this time you cannot change the individual tax rate used on a paid invoice, bill or credit note as this may have an impact on the overall amount of the transaction or the amount of GST. This could impact GST reports that you may have already submitted to Inland RevenueATO or invoices and credit notes you have already sent to your customer.
  • In these situations the original invoice or credit note needs to be voided and then re-entered to correctly account for the GST (if re-entering multiple invoices, the copy function may be the most efficient method). This also ensures that the GST Audit report will be complete.
  • You can only change the account to another with the same tax treatment.

The most common situations where VAT has been 'mis-coded' are:

  • Entertainment expenses for the business have 50% VAT deductible claimed instead of No VAT.
  • VAT is claimed from an entity that is not VAT registered.
  • At this time you cannot change the individual tax rate used on a paid invoice, bill or credit note as this may have an impact on the overall amount of the invoice or credit note or the amount of VAT. This could impact VAT reports that you may have already submitted to HMRC or invoices and credit notes you have already sent to your customer.
  • In these situations the original transaction needs to be voided and then re-entered to correctly account for the VAT (if re-entering multiple invoices, the copy function may be the most efficient method). This also ensures that the VAT Audit report will be complete.
  • You can only change the account to another with the same tax treatment e.g. '20% (VAT on Income)'.

At this time you cannot change the individual tax rate used on a paid invoice, bill or credit note as this may have an impact on the overall amount of the invoice, bill or credit note or the amount of Sales Tax. This could impact Sales Tax reports that you may have already submitted to your tax authority or invoices and credit notes you have already sent to your customer.

  • In these situations the original transaction needs to be voided and then re-entered to correctly account for the Sales Tax (if re-entering multiple invoices, the copy function may be the most efficient method). This also ensures that the Sales Tax Audit report will be complete.
  • You can only change the account to another with the same sales tax treatment that's currently used on the line item, even if the default tax rate for that account wasn't used when entering the transaction initially e.g. if the line item has used the account 'Sales' and the tax rate 'Tax on Goods (8.75%)' then you can only choose other accounts that have the default rate 'Tax on Goods (8.75%)'.

Delete or void invoices, bills or credit notes

Select

Your user role determines if you can access credit notes.
Role comparison tables

Deleted & voided invoices, bills & credit notes are stored on the All tab

Deleted invoice Deleted invoice or bill

Voided invoice Voided invoice or bill

Deleted credit Deleted credit note

Voided credit Voided credit note

Once you have selected a sales invoice, bill or credit note you no longer need, use the Invoice Options, Bill Options or Credit Note options button to delete or void it. The delete and void options will display depending on the status of the invoice, bill or credit note chosen and whether payments or credits have be applied (for both Sales and Purchases). Deleted and voided items are not removed completely from Xero, they are saved to the All tab for audit purposes.

  • Delete an invoice, bill or credit note that has a status of Draft or Awaiting Approval. You can re-use the number on a deleted sales invoice or credit note – the number will remain on the deleted item as well as on the new item so that every number in the numbering sequence can be accounted for.

Delete invoice

  • Void an invoice, bill or credit note that has a status of Awaiting Payment or Paid that has no payments recorded on it or credit notes attached. You cannot re-use its invoice number.

Void invoice

  • You can't void an Awaiting Payment or Paid invoice or bill that has a payment (full or part payment) on it. However, you can delete the payment from the relevant bank account (from the bank account or directly off the invoice or bill), which will return the invoice or bill to the Awaiting Payment tab as unpaid. You can then void it.
  • You can void a Paid invoice or bill if it was 'paid' by the issuing of a credit note for the full amount. The attached credit note will be returned to an Awaiting Payment status where it too can be voided, or allocated to another invoice or bill.
  • You can void an Awaiting Payment credit note - the credit note will be removed from the invoice or bill it has been attached to and be returned to the Awaiting Payment status if the credited amount contributed to full payment on the invoice or bill.
  • Delete credit allocation to an invoice from a paid credit note (Purchases).
  • Delete credit allocation to an invoice from a paid credit note (Sales).
  • If you void and recreate an invoice, bill or credit note that you've already sent to your customer, be sure to send them the new one for their records.
  • If you delete or void a bill that has a file attachment, the attachment will remain on the bill. You can view the file attachment but you can't delete it.