Editing Invoice Content

Edit line item descriptions, quantities, unit prices, and freight on a pending invoice before it is linked to Xero.

Overview

You can edit the content of an invoice — line items and freight — directly from the invoice detail panel. This lets you correct quantities, adjust prices, or add and remove items before the invoice is sent or pushed to Xero.

When editing is available

Editing is only available when both conditions are met:

Condition	Detail
Status is Pending	Sent, Payment Pending, Partially Paid, Paid, Void, and Refunded invoices are read-only.
Not linked to Xero	Once an invoice is pushed to Xero, content ownership transfers to Xero. Local editing is disabled.

If the invoice is Xero-linked, the items section shows a read-only notice: "This invoice is read-only after Xero link. Pull from Xero to receive changes."

Entering edit mode

Open the invoice detail panel (double-click any row in the Invoices grid).
In the Items section, click Edit Items & Freight.
The table switches to edit mode — item rows become editable and a freight input appears.

Editing line items

In edit mode, each item line exposes three editable fields:

Field	Notes
Description	Free-text label for the line. Does not affect the product record.
Quantity	Must be greater than zero.
Unit Price	Per-unit price. Tax is recalculated automatically using the line's existing tax rate.

Fields you cannot change:

The product or SKU identity of an existing line
The tax rate on a line
Surcharge and discount lines (managed separately)

As you type, the Tax and Amount columns update live, and the invoice summary totals in the right rail refresh in real time.

Adding an item

In edit mode, click Add item.
A search dialog opens. Type a SKU, product name, or unit of measure to search.
Each result shows the product name, SKU, UoM, and the resolved unit price for this customer.
Click a result to add it as a new line. Quantity defaults to 1.
Adjust quantity and unit price in the new row if needed.

Items are added using the product catalogue — free-text lines cannot be added directly.

Removing an item

In edit mode, click the Remove icon on any item row.
A confirmation dialog appears. Confirm to queue the line for removal.
Removed lines are shown in a summary banner until you save.

Only item type lines can be removed. Freight, surcharge, and discount lines are managed separately.

Editing freight

The freight amount field appears below the item table in edit mode.

Enter the new freight amount directly.
Tax on freight is recalculated automatically using the invoice's existing freight tax rate.
Once you save, the freight is marked as manually confirmed — it will not be overwritten by order recalculations.

Saving changes

Click Save changes to apply all edits — updated lines, added items, removed items, and the freight amount — in a single operation.

The invoice totals are recalculated on the server:

Field	How it is calculated
Subtotal	Sum of all item line subtotals
Tax	Sum of all line tax amounts + freight tax
Freight	The freight amount you entered
Total	Subtotal + Freight + Tax
Balance Due	Total minus any payments already recorded

Click Cancel to discard all edits and return to the read-only view.

After linking to Xero

Once an invoice is pushed to Xero and a link is established:

Local editing is permanently disabled for that invoice.
To update content, make the change in Xero and use Refresh Linked Xero Status to pull the updated values back.

See Xero integration for more on the sync workflow.