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

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

About editing, deleting and voiding

Edit an invoice, bill or credit note

Edit paid invoices, bills or credit notes

Delete or void an invoice, bill or credit note

About editing, deleting and voiding


Image of a tick. Your user role determines which invoices, bills and credit notes you can see and what you can do with them.

User roles in Xero Business Edition

Image of a tick. You can edit invoices, bills or credit notes once they have been approved, provided no payment or credit notes have been allocated against them.

Editing by status - summary
StatusEditDelete or void
DraftYes - any fieldYes - delete
Awaiting approvalYes - any fieldYes - delete
Awaiting payment

(excludes pay run invoices)

Yes - any field if no payments are attached. Partly paid invoices have the same editing restrictions as paidYes - void. You can only void invoices or bills if no payments are attached. Otherwise, you'll have to delete the payment first.
Paid

(excludes pay run invoices)

Yes - certain fields that don't affect the invoice or bill total

Edit paid invoices

Edit paid bills

No
VoidedNoNo
DeletedNoNo

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

Select invoice, bill or credit note


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.

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.

edit - select row.png

Some changes to invoices, bills and credit notes you've entered with a date before your conversion date will require your Accounts Receivable, Accounts Payable or other account conversion balances to be updated.

Conversion balances

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

Edit

Depending on your user role, edit any field of a draft, or waiting for approval or payment transaction. You can only edit the account, tracking fields, branding theme, and file attachment of a paid invoice or bill, and the account or tracking fields of a paid credit note.

On an invoice, bill or credit note that's waiting for payment, fields first appear as read only and you can't edit them. If you select Edit from the transaction's Options drop down, all fields become editable.

On paid invoices, bills and credit notes you can edit the fields that don't affect the total.

You can drag and drop the item lines to reorder them.

Edit any field on unpaid invoices, bills or credit notes

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

You can edit any field of a sales invoice, bill or credit note with a status of Draft, Awaiting Approval or Awaiting Payment (if unpaid).

Edit invoices or bills on the Paid tab

Partly paid Awaiting Payment invoices or bills have the same editing restrictions as fully paid ones.

For 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:

  • Change the text and amounts in the fields. Unused lines are removed from the grid.
  • Click Add new line to add lines
  • Use the X icon to delete lines

    Image of the X icon.

  • To search for an item that starts with or includes certain characters, type the characters in the field, then select the desired item from the list of possible matches. For example, type '71' or 'Off' to search for '710 - Office Supplies.' This applies to the following fields:
    • Item
    • Account
    • Tax rate
    • Tracked categories
  • 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 Draft 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

You can edit some fields on paid invoices and bills that don't affect the total.

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

You can make sales tax adjustments to paid invoices, bills and credit notes.

Delete payment to void the invoice or bill

Remove the payment recorded first, using Remove & Redo if you need to void the invoice, bill or credit note.

Once the sales invoice, bill or credit note has been returned to Awaiting Payment status with no payments attached, you can void it 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 organization 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 invoice - A copy of an invoice in any status will be created
  • Copy bill - A copy of a 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 restricted fields on paid ones
  • Add Credit Note - credit the invoice or bill by adding one or more credit notes.
  • If you have reminders set up for your organization, turn them off for an invoice or for a customer.
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 - as long as no payments have been made and the credit note has not yet been allocated to an invoice or bill
  • 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 sales tax, you may be making an impact on sales tax reports which you may have already submitted to your 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 change the tax code on a paid invoice, bill or credit note. We recommend you consult your accountant or bookkeeper first.

Make sales tax adjustments on paid transactions

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

  • At this time you can't change the individual tax rate used on paid invoices, bills or credit notes. Changing the rate could impact the transaction total or sales tax, any sales tax reports you've already submitted to your tax authority, or invoices and credit notes you've already sent to your customer.
  • In these situations, the original transaction should be voided and re-entered to account for the sales tax correctly (if re-entering multiple invoices, the copy function may be the most efficient method). It also ensures that the Sales Tax Audit will be complete.

  • You can only change the account to another with the same sales tax setting 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.
User roles in Xero Business Edition

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. You can find them by going to the All tab and using the Search function.
Search invoices, bills, quotes, credit notes and purchase orders

  • 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

    If you delete a bill that was sent to you from Xero to Xero, you'll need to manually enter it again, or request that another is sent. Once it's inside your organization, the company that sent the bill doesn't know what you do with it.

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

Void invoice


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