Fix a mistake on a sent invoice
Found a wrong amount, line item, discount, tax / taxable status, or payment terms on an invoice you already sent? Once an invoice is sent, N78-Ops locks its financial content (line items, discounts, and payment terms) and the edit / unlock padlock is disabled on that job. That is intentional: a sent invoice is a finalized record, and your accounting software (QuickBooks) stays the single source of truth. You correct it by issuing a clean replacement, not by quietly editing the original.
⚠️ Most important step: whatever you do on the device, you must void (or delete) the original invoice in your accounting software so the wrong figures and sales tax do not stay on your books and you do not double-count the job.
Just need to send it again? (the invoice was actually correct)
Open the job and use the send / deliver action — the invoice option stays available even after the first send, so you can resend it by email or text. Nothing to correct.
Correct an invoice that is NOT paid yet
- Open the job/quote with the mistake.
- Tap Duplicate as new quote (the copy icon) and confirm. This creates a new draft with a fresh quote number, copying the line items, terms, and milestones. The original is left unchanged for your records.
- Fix the mistake in the new draft (for example, toggle a line’s Taxable checkbox, fix a price or quantity, or adjust a discount). Totals and sales tax recalculate automatically.
- Lock the new draft and send the corrected invoice (email / text / Share PDF).
- In QuickBooks, void or delete the original invoice so your A/R and sales-tax liability match the corrected one. Archive the old job on the device once the books are squared away.
Correct an invoice that was already PAID
Do not edit a paid record. Use the Corrections card on the job (fastest path: Fix a payment on the dashboard):
- You overcharged → Record refund for the difference, then post the matching Refund Receipt in QuickBooks.
- You undercharged → send an additional invoice (a new quote) for the balance owed.
See Job status & ledger guardrails for how refunds, returned payments, and bad-debt write-offs work.
Tip: if several lines are wrong, fix them all on the one duplicate before sending so the customer receives a single corrected invoice.