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About editing Ad Hoc invoices and credit memos
Administrators with financial admin permissions can edit Open (unpaid) Ad Hoc invoices and credit memos to fix errors, adjust details, or add notes. They can also view the Activity Log to see when changes were made, what was changed, and by which admin.
Important notes on editing invoices
- Currently, editing is only available for Open (unpaid) invoices and credit memos.
- Editing an invoice does not affect its template or settings.
Editing invoices and credit memos
The following fields are editable for:
- Ad Hoc invoices with a status of Open (unpaid).
- Ad Hoc credit memos with a status of Open (not settled to an invoice).
Fields |
Purpose |
Description (line item) |
Fix typos or clarify the service or product purchased. |
Amount (line item) |
Manually apply discounts or correct errors in pricing. |
Created date |
Backdate or adjust the official creation date. |
Due date |
Extend or shorten the payment deadline. |
Billed to address (recipient’s address) |
Correct the address the invoice is being billed to (the recipient’s address pulled from their member profile). |
Notes |
Update payment terms or add any necessary notes for your members. |
PO Number |
Set a Purchase Order (PO) Number for enhanced tracking. |
Accessing the invoice editor
The invoice editor is accessible from any open (unpaid) invoice or credit memo:
- Find the open Ad Hoc invoice or credit memo you want to edit using one of these methods:
- Go to the Financial module, click on the Invoice tab, and find the invoice or credit memo from the Invoice List.
- Go to a member's profile, click on the Invoices tab, and find the invoice or credit memo.
- Hover over the invoice and click VIEW.
- Click EDIT on the invoice.
- Make any necessary changes to the invoice.
- Choose to discard or save your changes. Before confirming, a warning message will appear explaining the consequences of editing the invoice.
Tracking changes on the Activity Log
Every time you make an edit, a record is automatically added to the invoice or credit memo's Activity Log. This gives you a clear history of the changes made, when they happened, and who made them.
FAQs
Can I edit a paid invoice or settled credit memo?
You can only edit an Ad Hoc invoice or credit memo if its status is Open (unpaid or unsettled). We'll soon update our Financial module to let you edit paid invoices and those generated automatically from forms.
For more details, see our Product Roadmap.
Will the member get an email when I edit their invoice?
No, editing an invoice doesn't send an automatic email to the member. If you want them to see the changes, download the invoice, or copy the link to the invoice from the Actions dropdown and provide it in a manual email.
What if I change an invoice amount while a member is viewing it?
If a member has the invoice open and you save changes, they'll see the updated amount when they refresh the page or click the invoice link again.
Does editing an invoice update the member's profile?
No, editing an invoice only changes the information on that specific invoice. For example, fixing a typo in the Billed To address on an invoice won't update the member's primary address in their profile.
Why don't I see the “Edit” button on some of my invoices
There are three common reasons:
- The invoice was created before February 11, 2026, when the feature was released.
- The invoice is not an Ad Hoc invoice type, such as one generated by a membership renewal form.
- You don't have the necessary Financial admin permissions.
Can I delete a line item entirely, or only change the amount?
You can do both. You can update the amount, change the description, or remove the line item. All these changes are recorded on the invoice or credit memo's Activity Log.