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# Change, void, or delete an invoice

Once an invoice is final, it is in your books: your customer owes you the money (accounts receivable), and on accrual reports the sale counts as income. So BooksGPT never rewrites a final invoice behind your back. Every change leaves a record, the way a careful bookkeeper works: a new version when only the wording changes, and a reversing entry when the money changes.

A draft is different. It is not in your books yet, so you can edit it or delete it freely.

## Which one do you need?

- **It is still a draft.** Change anything and click **Save draft**, or delete it.
- **The wording is wrong on a final invoice** (notes, P.O. number, due date, a line's details). Use **Revise details**. Your books do not change.
- **An amount, quantity, price or date is wrong, and nothing has been paid.** Use **Correct amounts & dates**. BooksGPT reverses the old entry and posts the corrected one.
- **The sale is off, and the customer has seen the invoice.** **Void** it. It stays on your list marked Void, so you and the customer can see what happened.
- **The invoice should never have existed**, such as a duplicate. **Delete** it.
- **The customer paid, or you want to reduce what they owe.** Issue a credit memo instead. See [Issue a credit memo](https://help.booksgpt.ai/en/article/issue-a-credit-memo-1sthzma/).

To open an invoice, open **All pages** in the left sidebar, then click **Sales** and **[Invoices](https://app.booksgpt.ai/go/invoices)**, and click the invoice.

## Change a final invoice

Both ways to change a final invoice are under **Edit invoice**, at the top of the invoice.

![Edit invoice open on Revise details and Correct amounts & dates](https://booksgpt.ai/help/invoices/edit-menu-in-header-v1.png)

### Revise details: the words, not the money

1. Click **Edit invoice**, then **Revise details**.
2. Change what the customer reads: **Ship to**, **Invoice number**, **Invoice title**, **Due date**, **Notes and terms**, or the details under each line. **More fields** opens **P.O. number** and **Subheading**.
3. Type a **Reason for revision**.
4. Choose **Review and resend** to email the new version, or **Save without notifying**.
5. Click **Review changes**, then **Save revision**. If you chose to resend, the email opens for you to check before anything is sent.

Totals, tax and accounts receivable stay exactly as posted. The due date can no longer change once a payment has been applied.

### Correct amounts & dates: the money

Use this for the **Issue date**, the **Due date**, or a line's description, quantity or unit price. You can also add a line you left off.

1. Click **Edit invoice**, then **Correct amounts & dates**.
2. Change the dates or the lines. To add a line, click **Add line**.
3. Type a **Reason for correction**.
4. Click **Review accounting impact** and check the corrected total.
5. Click **Save correction**.

A correction cannot remove a line, or change the item or tax on an existing line. For that, void the invoice and use **Duplicate invoice** to start a new one.

## Void or delete a final invoice

Both actions cancel the invoice in your books the same way: BooksGPT keeps the original entry and posts an equal and opposite one, so the sale and the amount owed both net to zero. The difference is what stays on your list:

- **Void** keeps the invoice visible, marked Void. The customer's invoice link says it is no longer payable.
- **Delete** hides it from your ordinary lists. It stays on the **Deleted** tab and cannot be restored.

Neither can be undone. If the invoice has a payment, remove it first under **Payment history** on the invoice: **Remove payment**, **Unmatch payment** for one matched to a bank transaction, or **Un-apply credit** for a customer credit. A payment already in a bank deposit needs that deposit undone first. A payment made online, or recorded in QuickBooks, has no remove button; use a credit memo instead.

1. Click the **More invoice actions** button (the three dots), then **Void invoice** or **Delete invoice**.

![More invoice actions open on invoice 1058, with Void invoice and Delete invoice at the bottom](https://booksgpt.ai/help/invoices/more-menu-void-delete-v1.png)

2. Keep the **Reversal date** as today, or pick a date in an open period. The reversal lands in the month of this date. If that is later than the invoice's month, the invoice's month stays as it was.
3. Type the reason.
4. Click **Review accounting impact** and read what will change.
5. For a void, tick the box that says you understand the invoice will no longer be payable. For a delete, type the invoice number.
6. Click **Void invoice** or **Delete invoice**.

![Void invoice 1058 at Review impact: a balanced reversal for $1,800.00, the box ticked, and Void invoice](https://booksgpt.ai/help/invoices/void-review-v1.png)

Need the invoice back? Open it and choose **Duplicate invoice** under **More invoice actions**. On a deleted invoice, click **Create replacement**. Either way you get a new draft with a new number.

## Delete a draft

1. Open the draft, click **More invoice actions**, then **Delete draft**.
2. Confirm with **Delete draft**.

A draft made no entry in your books, so nothing is reversed. It waits on the **Deleted** tab for 30 days. To bring it back, open it there and click **Restore draft**.

## What your books say now

Using invoice 1058 for $1,800.00:

- **Correct amounts & dates:** if you corrected the total to $1,600.00, accounts receivable and income both go down by $200.00.
- **Void or delete:** accounts receivable and income both go down by $1,800.00, in the month of the reversal date. Sales tax on the invoice reverses too.
- These income changes show on accrual reports. On cash-basis reports an unpaid invoice was never income, so nothing there moves.
- **If the invoice sold stock,** voiding or deleting puts that quantity back on hand. See [Sell inventory and post cost of goods sold](https://help.booksgpt.ai/en/article/sell-inventory-and-post-cost-of-goods-sold-19kvll5/).

## If something goes wrong

- **Void, Delete or Correct amounts & dates is missing.** The invoice has a payment or a credit memo against it, or it is not in US dollars (these three are for US dollar invoices only). Remove the payment first. If a credit memo was issued against this invoice, un-apply its credit wherever it was applied (**Un-apply credit** under **Payment history**), then void the memo. If the credit came from a memo on another invoice, click **Un-apply credit** on this invoice and leave that memo alone. **Correct amounts & dates** is also missing when the invoice's month is closed.
- **The date is refused.** Your books are closed through that date. Pick a reversal or issue date after the close.

## Related

- [Create, send, and get paid on an invoice](https://help.booksgpt.ai/en/article/create-send-and-get-paid-on-an-invoice-92ng65/)
- [Add headings, subtotals, and a shipping address to an invoice](https://help.booksgpt.ai/en/article/add-headings-subtotals-and-a-shipping-address-to-an-invoice-2a544x/)