How to Edit an Invoice in OctopusPro (Update Line Items, Prices & Taxes)

How to Edit or Update an Invoice

In OctopusPro, invoices are typically generated from (and linked to) a booking. So in most cases, to “edit an invoice” you update the linked booking (services/line items, pricing, discounts, taxes, customer details, etc.), then the invoice totals and balance update automatically.

This guide explains exactly how to update an invoice, what you can change, and the most common restrictions (for example: paid or void invoices, or invoices with approved payments).

What this is for

Editing or updating an invoice helps you keep billing accurate when you need to:

Correct pricing or quantities (wrong unit price, wrong quantity, incorrect service selected)
Add or remove line items (additional work completed, materials/products added, or items waived)
Update customer/billing details (name, company, billing address, email, phone)
Apply discounts or voucher codes after the booking was created
Fix taxes (GST/VAT/Sales Tax rate corrections)
Adjust due dates / payment terms (where enabled)

Only changing the invoice number? Use the dedicated invoice numbering tool instead of editing booking details: Change / Edit Invoice Numbers.

Before you edit (quick checks)

Check the invoice status (some statuses can restrict editing—see Limitations & restrictions).
Check payments recorded on the invoice. If an invoice already has payments (especially approved payments), editing may be restricted and/or it may change the balance due after recalculation.
Guide: View Invoice Payments, Receipts & Refunds
Confirm you have the right permissions. Editing access depends on your user role (admins usually have broader access).
Guide: Role-Based Access Control & Permissions
If you sync to accounting (Xero/QuickBooks), plan to re-sync after changes.
See: Accounting sync notes

How to edit or update an invoice (step-by-step)

The most common workflow is: open the invoice → click the linked booking number → edit the booking → save changes.

1) Open the invoice and access the linked booking

Go to Invoices.
Find the invoice you want to update and open it (or click the booking number shown next to the invoice to jump straight to the booking).
If you need help locating invoices, start here: Invoice, Billing, Payment, and Refund Management and How to View and Manage an Invoice.

Invoice Payment and Reconciliation Workflow

2) Edit the booking (this updates the invoice)

On the booking details page, click Actions → Edit.
Update the booking fields you need (customer details, service details, pricing, etc.).
To adjust invoice amounts, update the services / line items in the booking (add/remove services, edit quantities, etc.).
Adjust price, discount, and tax rate as needed.
Click Save changes. The linked invoice will update automatically.

Tip: If the invoice was already sent to the customer, you’ll typically want to re-send it after updating to ensure they have the latest totals and balance. See: Send Invoices by Email or SMS.

What you can update

Depending on your settings and permissions, you can usually update:

Customer & billing details (name/company, billing address, email, phone).
Guide: Edit Customer Details
Line items (services) & quantities — add/remove services, change quantities, and update what will appear on the invoice.
Pricing — change unit price, discounts, extra charges, and totals.
Taxes — apply the correct GST/VAT/Sales Tax rate(s).
Guide: Manage Tax Rates (GST, VAT & Sales Tax)
Discounts & voucher codes — apply promo codes or goodwill discounts.
Guide: Discount Voucher Code Management
Invoice due date & payment terms (where enabled).
Guide: Invoice Due Dates & Payment Terms
Invoice notes — update customer-facing notes or internal notes (depending on how your templates are configured).
Guide: Invoice & Quote Template Customization
Attachments — add supporting documents/photos (if needed for the customer or your internal records).
Guide: Upload Images, PDFs & Docs to Bookings, Quotes & Inquiries

Common real-world examples

Extra work completed: Add a new service line item (e.g., “Extra hour”, “Additional room”, “Materials”) then save and re-send the invoice.
Incorrect quantity: Change quantity (e.g., 3 rooms instead of 2) so totals recalculate and the balance due updates.
Wrong price: Correct the unit price or discount for a service to match the agreed quote.
Tax correction: Apply the correct tax rate for your customer or job type.
Promo applied late: Add a voucher code after the booking (goodwill/referral/seasonal promotion) and re-send the updated invoice.
Customer billing contact changed: Update billing email/company/address so invoices and receipts go to the right person.

Limitations & restrictions

Whether you can edit an invoice depends mainly on invoice status, whether it has payments (especially approved payments), and your user role permissions.

Paid or void invoices may be locked: Some invoices (e.g., already paid or voided) may not be editable to protect your financial records.
Options (depending on your workflow/settings): convert to draft (if allowed), void and re-issue, or handle adjustments through refunds/credits.
Guides: How to Convert an Invoice to Draft • How to Void an Invoice • Refund Management
Invoices with approved payments may be restricted: If payments were approved/locked against the invoice, editing may be blocked to preserve record integrity. Review payments and receipts here: View Invoice Payments, Receipts & Refunds.
Merged invoices / billing cycles: If the invoice is part of a merged/group invoice (periodic billing), it may be locked until you unlock the merged set.
Guides: Merge Multiple Invoices • Lock / Unlock Merged Invoices • Customer Billing Cycle Management
Role-based permissions: Admins typically have full rights; office users and fieldworkers may be limited depending on their role and device/interface.
Guide: Role-Based Access Control & Permissions

Best practice: If an invoice is already finalized/paid and you need to adjust amounts, consider using your standard accounting approach (e.g., refund/credit process) rather than force-editing historical invoices.

Accounting sync notes (Xero/QuickBooks)

If you sync invoices to accounting software (e.g., Xero or QuickBooks), invoice changes in OctopusPro may not appear in your accounting platform until you run another sync. Many accounting systems also restrict editing once an invoice is posted/paid, so you may need to follow an adjustment workflow (credit/refund) depending on your accounting rules.

Re-sync after edits to keep systems consistent.
Review payments after edits if totals changed (balance due may change).
If you import bank transactions and match/reconcile payments in OctopusPro, see:
Payment Import & Reconciliation

Payment Import and Reconciliation workflow in OctopusPro

After you edit (recommended next steps)

Review the updated invoice to confirm totals and balance due: How to View and Manage an Invoice.
Re-send the invoice if the customer needs the updated version: Send Invoices by Email or SMS.
Export an updated PDF if you attach invoices to emails or need a downloadable copy: Export Invoice as PDF.
Check invoice activity/history if you need reporting/audit visibility: Recent Invoices – History Log Report.

Troubleshooting

I can’t see the Edit option: This is usually a permissions issue. Check role settings: Role-Based Access Control & Permissions.
The invoice totals didn’t change: Make sure you edited the correct booking and clicked Save changes, then refresh the invoice view.
I can’t edit because the invoice is paid/void or has approved payments: Review your available options: Convert Invoice to Draft • Void an Invoice • Refund Management
I only need to change the invoice number: Change / Edit Invoice Numbers.

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How to Edit or Update an Invoice

How to Edit or Update an Invoice

On this page

What this is for

Before you edit (quick checks)

How to edit or update an invoice (step-by-step)

1) Open the invoice and access the linked booking

2) Edit the booking (this updates the invoice)

What you can update

Common real-world examples

Limitations & restrictions

Accounting sync notes (Xero/QuickBooks)

After you edit (recommended next steps)

Troubleshooting

Related guides