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Edit Invoice

Learn how to edit existing invoices in Digit Tally, including which invoices can be edited and what restrictions apply based on invoice status.

When You Can Edit an Invoice​

Not all invoices can be freely edited. Editing permissions depend on the invoice status.

Editable Invoices​

Invoice StatusCan Edit?What Can Be Changed
Draft✅ Yes - Full editEverything can be changed
Sent/Pending✅ Yes - With cautionAll fields, but customer already has copy
Partially Paid⚠️ LimitedCannot reduce total below paid amount
Paid❌ NoCreate credit note instead
Cancelled/Voided❌ NoCannot edit cancelled invoices

[SCREENSHOT: Invoice edit permissions based on status]

Editing Sent Invoices

If you edit an invoice after sending it to a customer, the customer's copy won't automatically update. You must resend the updated invoice.

Accessing Invoice Edit​

From Invoice List​

  1. Navigate to https://sales.digit-tally.io
  2. Click Invoices in the sidebar
  3. Find the invoice you want to edit
  4. Click the Edit icon (pencil icon) or three-dot menu > Edit

[SCREENSHOT: Invoice list with Edit button highlighted]

From Invoice Detail Page​

  1. Open the invoice you want to edit
  2. Click Edit Invoice button at the top
  3. Invoice opens in edit mode

[SCREENSHOT: Invoice detail page with Edit button]

Quick Edit from Dashboard​

  1. View recent invoices on dashboard
  2. Hover over invoice card
  3. Click Quick Edit icon

Editing Invoice Details​

Once in edit mode, you can modify various invoice elements.

Customer Information​

Changing Customer:

  1. Click the Customer dropdown
  2. Search and select a different customer
  3. Address, email, and contact details update automatically

Updating Customer Details:

  • Edit customer address
  • Change email address
  • Update phone number
  • Modify customer-specific payment terms

[SCREENSHOT: Editing customer information on invoice]

Customer Record Update

Changes made to customer details on the invoice only affect this invoice. To update the customer's record permanently, edit from Customers section.

Invoice Date and Due Date​

Changing Invoice Date:

  1. Click the Invoice Date field
  2. Select new date from calendar picker
  3. Due date may auto-adjust based on payment terms

Adjusting Due Date:

  1. Click the Due Date field
  2. Select new payment deadline
  3. Or change Payment Terms to auto-calculate new due date

[SCREENSHOT: Date picker for invoice date changes]

Date Editing Rules:

  • Invoice date cannot be in the future (usually)
  • Due date must be after invoice date
  • Changing dates on paid invoices affects reports

Modifying Invoice Items​

Adding New Items:

  1. Scroll to invoice items section
  2. Click + Add Line at the bottom
  3. Enter item details (description, quantity, price)
  4. Totals recalculate automatically

Editing Existing Items:

  1. Click any field in the item row
  2. Modify:
    • Item description
    • Quantity
    • Unit price
    • Tax rate
  3. Press Enter or Tab to save changes
  4. Amount and total update automatically

Deleting Items:

  1. Click the trash icon at the end of the item row
  2. Confirm deletion if prompted
  3. Item removed, totals recalculate

[SCREENSHOT: Editing invoice items table]

Partial Payments

If a partial payment has been recorded, you cannot reduce the total below the amount already paid. Add items or increase quantities only.

Changing Quantities and Prices​

Adjusting Quantity:

  • Click quantity field
  • Enter new number
  • Total recalculates (Quantity × Unit Price)

Updating Unit Price:

  • Click unit price field
  • Enter new amount
  • Total recalculates automatically

Example:

Original: 5 Laptops × NGN 400,000 = NGN 2,000,000
Updated: 5 Laptops × NGN 450,000 = NGN 2,250,000
Difference: +NGN 250,000

[SCREENSHOT: Changing quantity and price fields]

Tax Adjustments​

Changing VAT Rate:

  1. Click the Tax column for an item
  2. Select different VAT option:
    • 7.5% VAT
    • VAT Exempt (0%)
    • Custom rate
  3. Total updates with new tax calculation

Adding/Removing WHT:

  1. Scroll to totals section
  2. Click Add WHT or edit existing WHT
  3. Select WHT rate (5%, 10%, 2.5%, custom)
  4. Net payable amount adjusts

[SCREENSHOT: Tax rate selection dropdown]

Discount Changes​

Adding Discount:

  1. Click Add Discount in totals section
  2. Choose type:
    • Percentage discount
    • Fixed amount discount
  3. Enter discount value
  4. Total updates immediately

Modifying Existing Discount:

  1. Click discount value
  2. Change percentage or amount
  3. Press Enter to apply

Removing Discount:

  1. Click the X icon next to discount
  2. Discount removed, total recalculates

[SCREENSHOT: Discount editing interface]

Editing Additional Information​

Notes and Terms​

Internal Notes:

  1. Scroll to Notes section
  2. Edit or add internal notes (not visible to customer)
  3. Use for reminders or special instructions

Terms & Conditions:

  1. Scroll to Terms & Conditions section
  2. Edit legal terms shown to customer
  3. Or select from saved templates

Footer Notes:

  1. Edit Footer section
  2. Update payment instructions, thank you message, etc.

[SCREENSHOT: Editing notes and terms sections]

Payment Instructions​

Updating Bank Details:

  1. Find Payment Instructions section
  2. Select different bank account from connected accounts
  3. Or edit existing account details
  4. Changes apply to this invoice only

Adding Payment Methods:

  • Add alternative payment options
  • Include online payment links
  • Specify cash payment locations

Saving Changes​

After making edits, choose how to save the updated invoice.

Save Options​

Save Changes:

  1. Click Save Changes button
  2. Invoice updates immediately
  3. Remains in current status (Draft, Sent, etc.)

[SCREENSHOT: Save Changes button]

Save and Resend:

  1. Click dropdown arrow next to Save
  2. Select Save and Resend
  3. Email compose window opens
  4. Notification email sent to customer with updated invoice

[SCREENSHOT: Save and Resend option]

Save as New Draft:

  1. Click dropdown arrow
  2. Select Save as New Draft
  3. Creates a copy as a new draft invoice
  4. Original invoice remains unchanged
  5. New invoice number assigned
When to Save as New Draft

Use this option if you need to make major changes to a sent invoice but want to keep the original for reference.

Editing Restrictions​

Cannot Edit When Paid​

Once an invoice is fully paid, direct editing is disabled.

Why?

  • Payment has been recorded
  • Changing amounts would create accounting discrepancies
  • Receipt has been generated
  • Financial reports already include this invoice

Alternative Actions:

  1. Issue Credit Note - For refunds or corrections
  2. Create Adjustment Invoice - For additional charges
  3. Contact Support - For critical errors requiring admin intervention

[SCREENSHOT: Edit button disabled on paid invoice]

Partial Payment Restrictions​

For invoices with partial payments:

Allowed Changes:

  • ✅ Add new items
  • ✅ Increase quantities
  • ✅ Increase unit prices
  • ✅ Add discounts (if within limits)
  • ✅ Edit customer details
  • ✅ Change due date

Restricted Changes:

  • ❌ Remove items that would reduce total below paid amount
  • ❌ Decrease quantities below paid threshold
  • ❌ Reduce unit prices below paid amount
  • ❌ Change invoice date to after payment date

Example:

Original Invoice: NGN 100,000
Partial Payment Received: NGN 60,000
Minimum Total Allowed: NGN 60,000
Can Edit To: NGN 60,000 or more (✅ NGN 120,000)
Cannot Edit To: Less than NGN 60,000 (❌ NGN 50,000)

[SCREENSHOT: Error message when trying to reduce below paid amount]

Version History​

Track changes made to invoices over time.

Viewing Edit History​

  1. Open the invoice
  2. Click History or Version History button
  3. View all changes:
    • Who made changes
    • When changes were made
    • What was changed (field-level tracking)
    • Previous values vs new values

[SCREENSHOT: Invoice version history log]

History Information​

ColumnDescription
Date & TimeWhen change was made
UserTeam member who made the change
ActionType of edit (updated amount, added item, etc.)
DetailsSpecific changes with before/after values

Example Log Entry:

Jan 28, 2026 10:30 AM - John Adeyemi
Updated Item 2: "Web Design"
  Quantity: 1 → 2
  Total: NGN 500,000 → NGN 1,000,000

Resending Updated Invoices​

After editing a sent invoice, notify your customer of changes.

Automatic Resend Email​

When using Save and Resend:

  1. Email automatically sent to customer
  2. Subject: "Updated Invoice [INV-001] from [Your Business]"
  3. Message explains invoice has been updated
  4. Updated PDF attached

Manual Resend​

  1. Save changes first
  2. Click Send or Resend button
  3. Compose email to customer
  4. Customize message to explain changes
  5. Click Send Invoice

Sample Email Message:

Dear [Customer Name],

Please note that Invoice [INV-001] has been updated.

Changes made:
- Added 2 additional units of Product X
- Updated total from NGN 50,000 to NGN 75,000

Please disregard the previous invoice.

The updated invoice is attached.

Thank you.

[SCREENSHOT: Email compose window for resending]

Bulk Editing​

Edit multiple invoices at once (for common changes).

Bulk Edit Options​

Available for multiple selected invoices:

  • Change due dates
  • Update payment terms
  • Add tags or notes
  • Change status (Draft to Sent)
  • Assign to different workspace (multi-workspace users)

Steps for Bulk Edit​

  1. Go to Invoices list
  2. Check boxes next to invoices to edit
  3. Click Bulk Actions dropdown
  4. Select action (e.g., "Update Due Date")
  5. Apply changes to all selected invoices
  6. Confirm action

[SCREENSHOT: Bulk edit interface with multiple invoices selected]

Bulk Edit Limitations

Bulk editing doesn't support item-level changes. Use bulk edit for invoice-level properties only.

Audit Trail​

All edits are logged for accounting compliance and audit purposes.

What's Tracked​

  • Original invoice values
  • All changes made (with timestamps)
  • User who made changes
  • Reason for change (if provided)
  • Payment records
  • Send history

Accessing Audit Trail​

  1. Open invoice
  2. Click Audit Log or Activity tab
  3. View complete history of invoice lifecycle

[SCREENSHOT: Audit trail showing complete invoice history]

Common Editing Scenarios​

Scenario 1: Customer Requests Quantity Change​

Situation: Customer emails asking to change order from 5 to 10 units.

Steps:

  1. Open the invoice
  2. Click Edit
  3. Change quantity from 5 to 10
  4. Total updates automatically
  5. Save and Resend
  6. Customer receives updated invoice

Scenario 2: Forgot to Apply Discount​

Situation: You promised a 10% discount but forgot to add it.

Steps:

  1. Edit invoice
  2. Click Add Discount
  3. Enter 10%
  4. Total reduces by 10%
  5. Save and resend with apology note

Scenario 3: Wrong Item Added​

Situation: Added wrong product to invoice.

Steps:

  1. Edit invoice
  2. Delete wrong item (trash icon)
  3. Click + Add Line
  4. Add correct item
  5. Save and resend

Scenario 4: Customer Details Incorrect​

Situation: Misspelled customer name or wrong address.

Steps:

  1. Edit invoice
  2. Update customer information
  3. Important: Also update customer record from Customers section
  4. Save changes
  5. Resend if already sent

[SCREENSHOT: Example of correcting customer details]

Tips for Safe Editing​

Best Practices​

  1. Review Before Editing - Double-check what needs to change
  2. Notify Customer - Always inform customer of significant changes
  3. Document Reason - Add note explaining why edit was made
  4. Check Calculations - Verify totals are correct after editing
  5. Backup Original - Save as new draft if major changes needed
  6. Edit Promptly - Make changes as soon as error is discovered

What to Check After Editing​

  • ✅ All items are correct
  • ✅ Quantities and prices accurate
  • ✅ Tax calculations correct
  • ✅ Discounts applied properly
  • ✅ Total matches agreement with customer
  • ✅ Payment instructions up to date
  • ✅ Customer details accurate

Troubleshooting​

Common Issues​

Issue: Edit Button Is Grayed Out

  • Solution: Invoice may be paid or cancelled. Check invoice status. Use credit note for corrections on paid invoices.

Issue: Changes Not Saving

  • Solution: Check internet connection. Ensure all required fields are filled. Try refreshing page and editing again.

Issue: Total Not Recalculating

  • Solution: Press Enter after changing values. Refresh the page. Click outside the field to trigger calculation.

Issue: Cannot Reduce Total Below Paid Amount

  • Solution: This is by design. Issue a credit note for the overpayment or request customer pay the difference.

Issue: Customer Says They Haven't Received Updated Invoice

  • Solution: Check spam folder. Verify email address is correct. Download PDF and send manually. Use WhatsApp share option.

What's Next?​

Learn about other invoice management tasks:

Invoice Versioning

Digit Tally maintains a complete version history of all invoice edits. You can always reference previous versions if needed for disputes or audits.

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