Editing an Invoice or Quote
Fixing a mistake after a document has been created — and when you can't.
What you can change
Open any invoice or quote and click Edit. You can change the client's details, line items, quantities and prices, tax rate, currency, dates, template, accent colour and notes. Totals recalculate as you save.
The document number never changes — it's the reference your client and your accountant use, and quietly renumbering it would break both.
Why editing isn't always allowed
Some documents are records of something that already happened, and changing them would make them a record of something that didn't.
| State | Editable | Why |
|---|---|---|
| Draft | Yes | Nobody has seen it. Edit freely. |
| Sent / Accepted / Expired | Yes, with a warning | Your client may be holding the old version. |
| Signed | No | A signature attests to specific terms. Changing them afterwards would make the signature evidence of something never agreed. |
| Paid | No | Money has moved against these figures. |
| Cancelled | No | It's void; nothing to correct. |
For a locked document, create a new one. The original stays on file, which is exactly what you want — the record of what was actually agreed shouldn't disappear because the situation changed.
Editing something you've already sent
Allowed, because a wrong price on a sent invoice is worse than an edited one. Two things happen so the change isn't invisible:
- You get a warning before saving.
- A note is added to the linked contact, company and deal recording that it was edited, with the old and new totals.
Re-send the document afterwards. Editing changes your copy; it doesn't reach into your client's inbox. Until you re-send, their version and yours disagree — and the note exists precisely so somebody can spot that later.
Status changes are separate
Marking a document Paid, Sent or Cancelled is not an edit and stays available throughout, including on paid documents. Only the *contents* lock.