Edit an invoice, bill or credit note

You can edit all fields in an invoice, bill or credit note provided no payment or credit has been applied to it. Otherwise, you can only edit fields that don't change the total amount. The type of information you can edit depends on the transaction's status.

Your user role determines your access to invoices, bills and credit notes. If a customer invoice or credit note was already sent, speak to your accountant or bookkeeper before editing.

What you need to know

  • If it's a repeating invoice or bill, only the current transaction changes. You can delete or void the transaction template to stop all future repeats.
  • If you change the account code to a Fixed Asset account, it won't automatically appear on the Draft tab in Fixed Assets as it would if you created the transaction from scratch.

Which fields can you edit?

You can edit transactions depending on their status.

Transaction statusEdit
DraftAll
Awaiting approvalAll
Awaiting payment

All fields if no part-payments have been made.

Paid

Only fields that don't affect the invoice or bill total. For example, you can edit the contact's name or invoice reference.

VoidedNone
DeletedNone

Edit an invoice, bill or credit note

  1. Find and open your transaction. Use search if you know the contact's name or transaction amount.
  2. If you're editing a transaction with payments applied, remove them:
  3. (Optional) If you've deleted a prepayment or overpayment, open the invoice again.
  4. If you're editing an awaiting payment transaction, click the transaction's Options button, then select Edit.

    Image of the Edit invoice option.

  5. Make your changes to the transaction. You can drag and drop the item lines to reorder them. If you edit the transaction number, the numbering might go out of sequence.

  6. Click Update.
If the transaction has a date that's before your conversion date, you might need to update your conversion balances.

Some credit notes fields explained

This section provides guidance and tips on some of the credit note fields. We also have detailed help on the invoice and bill fields if you need it.

FieldDescription
Date

The date displayed on the credit note. If you're entering a credit note from a previous system, make sure the date is before your conversion date.

Credit note #

The customer credit note number. You can edit the number, but it must be unique and the numbering might go out of sequence.

If you're adding a credit note from a previous accounting system, use the original credit note number.

Reference

You can add a reference to help you search for the credit note, and to match with your bank account transactions. It'll show on the credit note and any related customer and supplier statements.

Total

The overall amount that you owe for supplier credit notes. It includes all line items and tax depending on your selected setting.

Amounts are

How to account for sales tax. Selecting Tax Inclusive includes tax in the total. Selecting Tax Exclusive adds tax to the total.

If you use Tax Inclusive, each item shows as tax exclusive when approved. Xero automatically splits out the tax component for reporting.

Item (Optional)An inventory item. Select an existing item or add a new item.
AccountAn account (from your chart of accounts) to code the transaction to. Select an existing account or add a new account.
Tax RateThe tax on the transaction. You only need this if you've selected Tax Exclusive or Tax Inclusive for the amounts.