Editing, cancelling or writing off an invoice
Mistakes happen and jobs change. Here's how to fix an invoice, close one that shouldn't exist, or stop chasing money you've accepted you won't get, without losing the record your accountant needs.
Editing an invoice
Open the invoice and choose Edit. On a draft it's right in the header. On a sent invoice it's in the three-dot menu.
Whether you can edit depends on payments, not on whether you've sent it:
| Situation | Can you edit? |
|---|---|
| No payments recorded, draft or sent | Yes, everything |
| A payment you recorded yourself | No, until you remove that payment |
| A card payment through Stripe | No. Create another invoice if you need to charge more. |
| Paid, cancelled or written off | No |
This is deliberate. Quietly changing an invoice someone has already paid against is how small disagreements turn into disputes.
Editing a sent invoice doesn't email your client. If the change matters to them, choose Resend invoice afterwards so they have the latest version.
Deleting a draft
Delete invoice in the three-dot menu is only offered on a draft that has never been sent and has nothing recorded against it. Anything else is cancelled instead, so the record survives.
A deleted draft leaves a permanent gap in your invoice numbers. That's normal and expected. Repeated numbers would be the problem.
Cancelling an invoice
Cancel when the invoice shouldn't exist: wrong contact, wrong amount, a duplicate, or a job called off before it started.
- Open the invoice and choose Cancel invoice in the three-dot menu.
- Confirm.
If payments have been recorded, CoreHue stops with This invoice can't be cancelled yet and lists each payment that still has money on it. For each one you can:
- Refund payment (card payments through Stripe) or Record refund (payments you recorded)
- Correct payment or Remove erroneous payment, if you recorded it by mistake
If there's an unpaid balance you won't collect, Write off balance is offered there too. Keep invoice closes the window without changing anything. Once nothing is left to account for, you can cancel. See Refunding a payment.
A cancelled invoice can't be reopened. It stays as a record, and Duplicate gives you a fresh draft to send instead.
Writing off a balance
Write off when the invoice was right and the money was owed, but you've accepted it isn't coming. The client who went quiet after a real job is the classic case.
- Open the invoice and choose Write off in the three-dot menu.
- Add a Reason (optional), like "contact unresponsive after several follow-ups". It's kept for you and never shown to your client.
- Choose Write off.
Any payments already received stay on the record. The outstanding amount leaves your expected revenue, and reminders stop. The invoice shows Written off with the date and your reason. See Invoice statuses.
Reopening a written-off invoice
Changed your mind, or the client finally got in touch? Choose Reopen invoice on the written-off invoice. The balance comes back and the invoice is open again.
Cancel or write off?
| Cancel | Write off | |
|---|---|---|
| Use it when | The invoice was a mistake | The money was owed but won't be paid |
| Payments already received | Must be refunded or removed first | Stay on the record |
| Can be reopened | No, duplicate instead | Yes, with Reopen invoice |
What your client sees
Editing changes the invoice page your client sees as soon as you save. A cancelled or written-off invoice no longer asks them for money. CoreHue doesn't email your client when you cancel or write off, so let them know yourself if they need to.
Frequently asked questions
Why can't I edit an invoice my client paid by card?
A card payment through Stripe means money genuinely moved, so CoreHue won't let you edit that invoice again. If you need to charge more, create a second invoice.
Can I undo a cancelled invoice?
No. A cancelled invoice stays cancelled as part of your record. Use Duplicate to start a new invoice from it.
Will writing off an invoice stop reminders?
Yes. Invoice reminders stop as soon as the invoice is written off, and start again if you reopen it with Reopen invoice.
Does deleting a draft free up its invoice number?
No. Each invoice number is used once, so deleting a draft leaves a gap in your sequence. The gap is expected and won't cause problems with your records. See Invoice defaults, terms and numbering.