Correcting mistakes in your invoices

Correcting mistakes in your invoices

Once an invoice has been issued to your customer, international tax standards generally agree that the invoice can no longer be modified in order to avoid inconsistencies in tax filings.
Under most regulations, a credit note must be issued to correct an issued invoice. In this guide we will explain how to easily correct any mistakes in your invoices. Quaderno offers you the flexibility to correct most mistakes, while helping you stay compliant worldwide.

1. The invoice is not final → editing is allowed

When you manually create an invoice, you can edit any detail until you make it final in the invoice option menu.
An invoice is made final when any of the following occur:
  • The invoice is sent to the customer. All sent invoices are final and cannot be edited.
  • The invoice was generated by an integration. All automated invoices are final and cannot be edited.
  • The invoice is manually made final in the invoice option menu. The make final option blocks the invoice and prevents future modifications.
In other words, an invoice is final when it has been made available to your customer.

2. The invoice is final → editing is limited

To facilitate your workflows, Quaderno allows you to edit the following fields even on final invoices that have been issued to the customer:
The Edit option can be used to update or modify information that is not legally binding:
  • Customer's street address and state/region
  • Line item description
  • Tags
  • Payment details or other notes
 
This means the legally binding information cannot be edited on final invoices:
  • Invoice number
  • Invoice date
  • Customer's tax ID (when there is tax applied or the tax ID is from a country other than the seller's)
  • Customer's country
  • Prices
  • Tax rates

3. The invoice was incorrect Convert to credit note & issue a new invoice

When you issued an invoice and later on discovered that some legally binding information was wrong, the best way to proceed is issuing a credit note to cancel out the invoice from your reports. Then, you just create a new invoice with the correct information.
 
To cancel out the wrong invoice with a credit note:
  1. Go to the invoices page, and filter or otherwise find the one you’d like to turn into a credit note.
  1. Click on the invoice and you’ll see a nice representation of the final invoice that is ready to be sent/was sent to your customer.
  1. Click on the ... dropdown at the top right of the invoice, and select Issue credit note.
  1. Review the credit note details. If you're creating a partial credit note, be sure to change the amount in this step before clicking Create.
We’ll automatically create a credit note for you with the same information as the invoice. Easy!
 
Once you've issued the credit note, you can now create a new invoice with the correct details.

💡 Tips to avoid mistakes on invoices

  1. Review your integrations to ensure they are set up correctly to collect and send accurate customer details to Quaderno.
  1. Review your tax preferences and products to ensure they are configured with the product type and tax class that correspond to your sales.
  1. Review your jurisdictions to ensure you are only collecting tax in jurisdictions where you are registered.
  1. Before making any changes to your live integration, try it out in our Sandbox first.