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Why can't I edit an invoice after sending it?

Once an invoice has been sent to a client, it's locked and can no longer be edited. This applies regardless of whether it's outstanding, overdue, partially paid, or fully paid. Here's why this happens and what you can do instead.

Written by Jake Chapman

Why sent invoices are locked

Sent invoices act as legal financial documents, so once one is on its way to a client, Programa keeps it as-is. Allowing edits after delivery could:

  • Make it harder to keep your records in sync with what your client received

  • Cause discrepancies that are tricky to reconcile, especially if you work with an accountant or bookkeeper

  • Open the door to accidental (or intentional) changes to amounts or dates

The good news is there's a straightforward way to fix mistakes. In standard bookkeeping practice, the accepted approach is to void the original and issue a corrected one. Programa makes this easy.

What to do if you need to make a change

The quickest option is Void and duplicate as draft (see below). If you'd prefer to handle it step by step:

  1. Open the invoice from your Invoices list.

  2. Click the actions menu and select Void invoice. This cancels the original and moves it to your Archive.

  3. Create a new invoice with the correct details and send it to your client.

Note: An invoice can't be voided if a payment has already been collected against it. If you need to correct a partially or fully paid invoice, we'd recommend reaching out to your accountant. Programa doesn't currently support credit notes.

Your client will receive the new invoice as a fresh email. The voided invoice stays in your Archive so you have a clear record of what was issued and cancelled.

Faster corrections: Void and duplicate as draft

Rather than rebuilding from scratch, you can void a sent invoice and have it instantly duplicated as an editable draft, with all line items, client details, and settings already filled in.

  1. Open the sent invoice.

  2. Click the actions menu and select Void and duplicate as draft.

  3. The original is voided and a new draft opens with all the same details.

  4. Make your changes and resend to your client.

A note on draft invoices

Invoices in draft status can be edited freely before sending. The lock only kicks in once an invoice has been sent, so if you're still finalising the details, just leave it as a draft until you're ready.

Need more help with invoices? Contact our support team via live chat for personalized assistance.

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