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Editing Invoices

Once you've created an invoice, you may need to make changes before sending it, or even after it's been sent. LoveInvoice provides flexible editing options depending on the invoice status.

Editing Draft Invoices​

Draft invoices can be edited freely without any restrictions. All fields are modifiable:

  • Change the client
  • Add, remove, or modify line items
  • Adjust dates (issue date and due date)
  • Update custom fields
  • Modify terms and footer text
  • Change invoice settings (currency, tax rates, etc.)

Adding Line Items​

To add a line item to your invoice:

  1. Scroll to the line items section
  2. Click Add Line Item (a new empty line item will appear)
  3. Fill in the details:
    • Description: Name of the product or service
    • Detailed Description: More details (optional)
    • Quantity: Number of units
    • Unit Name: The unit type (hours, items, etc.)
    • Unit Price: Price per unit
    • Tax Rate: VAT/tax percentage

Line items can be reordered by dragging them into the desired position.

Removing Line Items​

To remove a line item:

  1. Click the Delete button (trash icon) next to the line item
  2. Confirm the deletion

The invoice totals will automatically recalculate.

Modifying Line Items​

Click on any field in a line item to edit it. Changes are saved automatically and the totals update in real-time.

Editing Sent Invoices​

Once an invoice has been finalised and sent, editing is still possible but comes with a warning. LoveInvoice will display an alert:

warning

Sent Invoice Warning

This invoice has already been sent

Editing invoices that have been sent may cause accountancy discrepancies. Please ensure you understand the implications before making changes.

When to Edit Sent Invoices​

You might need to edit a sent invoice if:

  • You made a mistake in the line items or amounts
  • The client requests changes
  • You need to update payment terms
  • Contact information needs correcting

Considerations Before Editing​

  • Payment tracking: If the client has already paid, editing may affect payment records
  • Accounting: Changes to sent invoices can affect your financial records
  • Client communication: Consider informing your client if you make significant changes

Invoice Settings​

Click the Settings icon (sliders) in the invoice editor to access invoice-level settings:

  • Currency: The currency for this invoice
  • Tax Rate: Default VAT/tax rate for line items
  • Discount: Apply a percentage or fixed discount to the total
  • Notes: Internal notes not visible to the client

Custom Fields​

If your business has custom invoice fields configured, you can fill these in the custom fields section. Common uses include:

  • Purchase order numbers
  • Project references
  • Job codes
  • Department codes
  • Contract references

These fields appear on the invoice if configured to do so in your business settings.

Terms​

The terms field allows you to specify payment conditions that appear on the invoice. Examples:

  • "Payment due within 30 days"
  • "Please include invoice number in payment reference"
  • "Late payments may incur interest"

The footer text appears at the bottom of the invoice. Common uses:

  • Bank account details for payment
  • Thank you message
  • Business registration number
  • VAT number

Date Management​

Quick Date Options​

LoveInvoice provides quick actions for setting dates:

Issue Date:

  • Set to Today

Due Date:

  • On Receipt (same as issue date)
  • Net 7, 14, 30, 60 days
  • End of Month
  • Next Month End of Month

These options help you quickly set common payment terms without calculating dates manually.

Saving Changes​

The invoice editor auto-saves your changes. You'll see a Save Status indicator:

  • Saved: All changes have been synced
  • Saving: Changes are being saved
  • Unsaved: Changes haven't been saved yet

Best Practices​

  1. Use the Preview tab: Always check how your changes look in the preview before finalising
  2. Double-check calculations: Verify that line item quantities and prices are correct
  3. Communicate with clients: If you edit a sent invoice, consider notifying your client
  4. Keep records: If you frequently edit invoices, consider why this happens and adjust your process to reduce the need
  5. Use custom fields consistently: If you track specific information, use custom fields to keep it organised