Mistakes show up after an invoice is created: a wrong quantity, a missing part, a line that should come off. You can fix them on the invoice's detail page while it is still Not sent or Sent. This article covers the line items and the Salesperson. For building an invoice from scratch, see How to create and send an invoice.
When you can edit
Open Invoices in the main nav, then click the invoice. Line items and the salesperson can change only when all of these are true:
- The status badge next to the invoice number says Not sent or Sent. Once the invoice is Partial, Paid, Void or Refunded, the lines are fixed.
- There is no Locked badge. That badge means your HQ's invoice-lock policy is holding the invoice. See Hitting a locked invoice and requesting an unlock.
- You have the Create invoices or Manage pricing permission. By default Owner, Admin, Manager, Front Desk and Service Writer have Create invoices. Technician does not. An owner can change this for one person or for a permission set under Settings → Team.
Change a line
- In the Line Items card, find the row. Each row shows its kind (for example SERVICE or FILM), the label, a description if there is one, and a line like "1 × $250.00".
- Click the pencil icon at the right of the row.
- Change any of the labelled boxes: Item, Qty, Price ($), Discount ($) or Description (optional). Qty takes whole numbers.
- Use the Taxable switch to turn sales tax on or off for that line.
- Click Save. Click Cancel to leave the line as it was.
The totals under the lines (Subtotal, Discount, tax, Total and Balance Due) update to match.
Remove a line
Click the trash icon on the row. A box asks Remove line item? It says the line and its charge come off the invoice total and that this cannot be undone. Click Remove to confirm.
Add a line
Under the lines you have:
- Add line item: type a Label, a Qty and a price (the box shows $0.00), then click Add.
- Window tint, PPF and Ceramic coating: the same guided pickers you get on a new invoice.
- Apply coupon: enter a coupon code. See Creating and managing coupons.
Change the salesperson
Under the invoice number and the created date you will see Salesperson: and a name. Click the pencil icon, pick someone from Select salesperson, and click Save. Changing the salesperson needs the Manage pricing permission. Without it, the name shows with "(locked)" beside it. Tap or click "(locked)" and the reason shows right under it. It says "You need the Manage pricing permission to change the salesperson." when the invoice can still be edited but you lack that permission. It says "Only draft or sent invoices can be changed." when the invoice can no longer be edited, for example because it is paid or locked.
When prices are locked for counter staff
Your shop can turn on Lock prices for counter staff. It is on by default. Owners and managers are never locked. For someone who has Create invoices but not Manage pricing, a locked shop changes the screen:
- The Price ($) and Discount ($) boxes can be read but not changed. A note with a lock icon under the row says "Your shop locks prices for counter staff. Ask a manager to change the price or add a discount." The Taxable switch is off limits too.
- The add button reads Add from price list. Pick a service in Pick a service, set Qty and click Add. The line goes in at the price-list price.
- The quantity of a discount line can't be changed.
- A line can be removed only while the invoice is Not sent.
The setting itself is explained in Locking prices for counter staff.
Frequently asked questions
Q: Why don't I see the pencil or trash icons?
A: Check the status first. It must be Not sent or Sent, with no Locked badge. Then check your permission: you need Create invoices or Manage pricing. If your prices are locked, you also can't remove lines from a Sent invoice.
Q: Can I edit a line on a paid invoice?
A: No. Line items only change while the invoice is Not sent or Sent. Once it is Partial, Paid, Void or Refunded, the lines are fixed.
Q: Why are the Price and Discount boxes greyed out?
A: Your shop has Lock prices for counter staff turned on and you don't have Manage pricing. Ask a manager to change the price, or add the service from the price list.
Q: Who can change the salesperson?
A: Someone with the Manage pricing permission, while the invoice is Not sent or Sent. Owner, Admin and Manager have it by default.
Q: What does "(locked)" next to the salesperson mean?
A: Tap or click it to see the reason. "You need the Manage pricing permission to change the salesperson." means your role lacks that permission. "Only draft or sent invoices can be changed." means the invoice can no longer be edited.