Invoices: reopen, void, and email

Once an invoice is paid it becomes a record of the sale: it shows when it was closed and by whom, the payment method and reference, and how many times it's been reopened. Most of the time you'll never touch it again — but when you need to send a receipt or fix a mistake, here's how.

Sending a receipt

From a paid invoice you can download a PDF to print or save, and email it to the client. The email option is available when the client has an email address on their record; if it's greyed out, add an email to their client record first.

Fixing a mistake: reopen

Charged the wrong amount, forgot a discount, or recorded the wrong payment method? An owner or manager can reopen a paid invoice, make the correction, and take payment again. Reopening is allowed for 60 days after the invoice was closed — long enough to catch month-end errors, but not so open-ended that old, reconciled books can be quietly rewritten. Each reopen is counted on the invoice.

Voiding

If an invoice shouldn't stand at all — it was created in error, or fully refunded outside the system — an owner or manager can void it. A voided invoice is clearly marked and kept read-only, with its original details intact, so nothing simply disappears from the record.

Reopening and voiding are limited to owners and managers, and both are recorded. Because your financial reports and the daily close-out run on this data, the controls here are what keep those numbers honest.